Job Description

Sotheby’s International Realty Hamptons Brokerage offices are searching for a dynamic Front Office Coordinator. This role provides supporting services necessary to enable the Real Estate brokers and associates to perform their duties of listing and selling real estate, allowing the office to run efficiently.

Key responsibilities include:

• Answering and distributing front desk calls
• Greeting in-person guests and directing them accordingly
• Processing of commissions
• Drafting exclusive agreements & disclosures
• Entering and updating referrals in the referral network system
• Sending contracts, leases, and disclosures via DocuSign for signature
• Uploading various documents into Transaction Manager
• Maintain and order office supplies
• Ordering Open House signs, Agent name riders and business cards for agents
• Scheduling/booking conference room and calls
• Ordering UPS
• Tracking Marketing costs for listings in order to efficiently process closings and recoveries
• Uploading professional photography to applicable drives
• Preparing monthly budget in conjunction with Marketing Team and corporate finance team
• Provide administrative support to agents, including IT assistance
• Mastery of East End Long Island (EELI) listing database
• Mastery of various tech platforms including CIH home platform
• Mastery of Dashboard, Trident and applicable SIR tech
• Coordinate equipment maintenance
• Assist agents with drafting leases
• Ad hoc projects as needed

Secondary Responsibilities

• Assist agents with putting together open house packages
• Assist with printing show sheets and creating property brochures
• Assist Marketing Team with managing office property window displays
• Exclusive listing updates such as open houses and price changes
• Assisting Agents with Active Pipe template creation and distribution (note this will be going away once SIR Hamptons adopts CIH home platform)
• Order breakfast & pick up for weekly meetings

Requirements:

• 4-year degree or equivalent and/or related office administrative experience (preferably in a real estate office)
• Two or more years of experience in a customer centric business environment with administrative responsibility for office operations
• Strong customer service skills with excellent communication skills, both written and verbal
• Detailed-oriented excellence
• Ability to interact effectively with both internal and external customers at all levels
• Real Estate background or interest preferred
• Real Estate license a plus
• Marketing interest also a plus