Office Coordinator - Westlake Village/ Malibu

Role: Office Coordinator
Brand: Sotheby’s International Realty
Location: 3 days in Westlake Village and 2 days in Malibu
Step into the world of luxury real estate as the operational heartbeat of our Westlake Village office. Sotheby’s International Realty is seeking a tech-savvy, service-driven Office Coordinator to elevate our day-to-day operations, empower our elite team of real estate agents, and deliver an exceptional experience to clients and guests.
If you thrive in a polished, fast-paced environment where dynamic administrative support meets cutting-edge technology, this role offers the perfect platform to showcase your organizational skills and grow with a globally renowned brand.
Key Responsibilities
Listing & Transaction Administration
- Listing Management: Enter and update listing data across internal systems and third-party real estate platforms, ensuring accuracy and brand consistency.
- Transaction Support: Process lease transactions, route incoming invoices for approval, and maintain organized transaction records.
- Cross-Functional Backup: Provide agile support to administrative, marketing, and transaction teams, serving as a key backup to the Office Administrator.
Agent Empowerment & Technology Champion
- Agent Onboarding: Orchestrate seamless onboarding for incoming agents, managing welcome packages, workspace setup, technology integration, and office tours.
- Tech Resource & AI Adoption: Serve as the go-to specialist for brokerage tools, CRM platforms, digital marketing software, and AI-powered productivity apps. Assist agents with onboarding, basic troubleshooting, and platform adoption.
- Training & Event Logistics: Coordinate in-office workshops, trainings, and events—managing space setup, AV needs, catering, printed materials, and attendee logistics.
Operational Excellence & Client Experience
- First Impressions: Deliver a high-touch, professional experience by greeting visitors, managing incoming calls, and maintaining a refined, client-ready reception area.
- Leadership & Marketing Support: Assist the Brokerage Manager with scheduling, communications, and confidential projects. Assemble recruiting packages, signage orders, and marketing collateral alongside Marketing Advisors.
- Facility & Vendor Management: Oversee office inventory, supply ordering, mail/courier distribution, copier maintenance, and vendor requests. Keep conference rooms and common areas pristine.
Qualifications
- Experience: 2+ years in office administration, operations, or client support (Real Estate brokerage experience preferred; Bachelor’s degree preferred).
- Service Mindset: Exceptional interpersonal and communication skills with a natural instinct for client care and discreet professionalism.
- Organization & Agility: Strong attention to detail, proactive problem-solving skills, and the ability to balance competing priorities in a fast-paced environment.
- Tech Savvy: Advanced comfort with Microsoft 365 (Teams, SharePoint, Excel) and Google Workspace. Demonstrated enthusiasm for learning new platforms, business CRMs, and AI productivity tools.
Compass International Holdings is proud to offer a comprehensive benefits package to our employees including:
- Medical, Dental, Vision, Short-term and Long-term disability benefits, AD&D
- 401(k) savings plan with company match
- Paid Time Off to Include Holidays, Vacation Time, and Sick Time
- Paid Family & Paternity Leave
- Life Insurance
- Business Travel Accident Insurance
- All employees receive access to LinkedIn Learning
- Employee Referral Program
- Adoption Assistance Program
- Employee Assistance Program
- Health and Wellness Program and Incentives
- Employee Discounts
- Employee Resource Groups