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

Sotheby's International Realty® is one of the world’s most prestigious names in real estate and this luxury real estate franchise network was created in 2004. Since that time it has grown to approximately 990 franchise and company owned offices globally and over 24,000 independent sales associates in 75 countries and territories. Franchise affiliates benefit from an association with the venerable, centuries-old Sotheby’s auction house. Sotheby’s International Realty is a subsidiary of Anywhere Real Estate Inc.

Anywhere Real Estate Inc. (NYSE: HOUS) is moving real estate to what's next. Home to some of the most recognized brands in real estate Better Homes and Gardens® Real Estate, Century 21®, Coldwell Banker®, Coldwell Banker Commercial®, Corcoran®, ERA®, and Sotheby's International Realty® , we fulfill our purpose to empower everyone's next move through our leading integrated services, which include franchise, brokerage, relocation, and title and settlement businesses, as well as mortgage and title insurance underwriter minority owned joint ventures.  Anywhere supports nearly 1 million home sale transactions annually and our portfolio of industry-leading brands turns houses into homes in more than 118 countries and territories across the world.

At Anywhere, we are empowering everyone’s next move – your career included. What differentiates us is our scale, expertise, network, and unique business model that positions us as a trusted advisor throughout every stage of the real estate transaction. We pursue talent – strategic thinkers who are eager to always find a better way, relentlessly focus on talent, obsess about growth, and achieve exceptional results. We value our people-first culture, which thrives on empowerment, innovation, and cross-company collaboration as we keep moving the world forward, together.  Read more about our company culture and values in our annual Impact Report.