Office Coordinator
Coldwell Banker - Menlo Park, CA

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NRT is seeking a full time Office Coordinator to support the administrative and marketing needs in our Menlo Park office located on Santa Cruz Avenue. The Office Coordinator is responsible for providing advertising and marketing support in the real estate sales office. The position supports key marketing objectives and goals, and works to ensure that the company’s brand image is well represented. The schedule for this position is Monday-Friday from 8:30 a.m. to 5:30 p.m.

External Job Description

NRT is the largest residential real estate brokerage company in the nation. NRT and its affiliated companies, marketing partners and joint ventures provide mortgage, title, insurance, escrow, warranty, relocation and concierge services to NRT's family of companies. We own and operate companies in more than 35 of the nation's largest metropolitan areas, with approximately 725 sales offices, 4,700 employees and 42,000 sales associates in our extended family. Our companies do business under the world-renowned Coldwell Banker®, Coldwell Banker Commercial®, ERA®, Sotheby's International Realty® and The Corcoran Group® brand names.

NRT is seeking a full time Office Coordinator to support the administrative and marketing needs in our Menlo Park office located on Santa Cruz Avenue. The Office Coordinator is responsible for providing advertising and marketing support in the real estate sales office. The position supports key marketing objectives and goals, and works to ensure that the company’s brand image is well represented. The schedule for this position is Monday-Friday from 8:30 a.m. to 5:30 p.m.

The majority of the duties of this position must be performed without delay. This is a critical position affecting agents and the success of their business. If this role is performed successfully agents can conduct and expand their business. If this role is not performed successfully, the overall production of agents can be diminished; agents can be lost to competitors providing more effective support services.

Essential Duties & Responsibilities include, but are not limited to the following. Other duties may be assigned.

Manager Support

Assemble recruiting portfolios prior to Manager recruiting meetings

Work with Marketing Department to develop a branded eSignature for all members of the office staff
New Agent Onboarding

Send welcome e-mail to Agent from office (includes directory, logistics, local restaurants, local vendors, etc.)

Order business cards, signs, and name badges

Work with agent to get head shot

Work to ensure agent is set up with Outlook and myREcafe.com

Ensure agent completes and submits new agent press release

Register agent for START

Work with agent to order new agent announcement cards

Add agent photo and temporary bio to CaliforniaMoves.com and ColdwellBanker.com

Register agent for next Propel Welcome to Coldwell Banker class

Register agent for LeadRouter training

Encourage agents to attend regular Propel training classes (at least two per month)
Listing Support

Enter the property in to the MLS (if the office currently offers this service)

Provide every agent with a property marketing assistance form upon submitting a listing. Work with each agent to determine support level needed. Track company supported marketing activities on every listing including advertising using the Google docs spreadsheet

Using blu:
1. Place order for property flyer
2. Place order for Just Listed postcard
3. Post on Craigslist
4. Post on Agent’s social media sites
5. Obtain property website and post website to MLS listing so it feeds to partner sites

Submit video slideshow and post to Action CB/company video program

Create and distribute eBlast to agent sphere and local Coldwell Banker and competing offices

Enter any print advertising into AdWriter if applicable

Schedule open houses on CaliforniaMoves.com/AdWriter

Prepare online showing report for listing

Provide a sellers report agents for each listing
General Marketing Duties | Be the Office Marketing Expert

Understand, participate in, and train agents on company programs (host in office meetings/trainings and/or announce at weekly sales meetings) including:
1. Charities (Habitat for Humanity, Food Bank, Toys for Tots, etc.)
2. Fab Plus
3. blu
4. Inkswitch product(s), where applicable
5. New marketing materials and prospecting tools
6. Company initiatives and events
7. Online Showing Report
8. LeadRouter
9. Fall/Spring Open House Events

Have a thorough understanding of the issue resolution procedures for all consumer sites including, but not limited to, ColdwellBanker.com, CaliforniaMoves.com, Realtor.com, Zillow.com, Trulia.com and Yahoo.com

Regularly read and communicate items included in Manager Updates and Marketing Briefs to agents during regular sales meetings

Encourage all award recipients to complete and submit their award press release template

Submit items of noteworthy significance regarding office to Field Marketing Manager for office press support

Serve as the lead office contact on direct mail support and issues within the office; direct any issues to the Marketing Manager

On a weekly basis, review individual agent and company proper disclaimers and brand representation, where applicable and submit any concerns to the field marketing manager.

Support agents by developing personalized listing presentation pages for their listing packages (i.e. bio, testimonials, sales history, etc.)

Be responsible for collecting raffle tickets and monies related to our annual Habitat for Humanity fundraiser

When needed, request marketing/advertising support through the Marketing Department utilizing the online New Design Request Form

Prepare office slide show for use on flat screen TVs in office using pre-existing company templates

Prepare agent ads and other agent marketing materials using pre-existing company templates

Maintain and update office profile and photos

Process ads and proof by deadline (if offered in the office)
General Office Support

Bill agents as per office guidelines (AR System) and maintain collection rate

Maintain office news section on myREcafe; add information on a weekly basis

Implement program to continuously monitor agent photos and profiles on

CaliforniaMoves.com and ColdwellBanker.com (photo, copy and MLS ID where applicable)

Attend regular Marketing Department Marketing Coordinator Trainings

Post information for floor desk per office rules (if office has a floor desk)
SOCIAL MEDIA

Maintain office social media sites
Previews International
(for applicable properties)

Encourage all agents to attend Previews training through Propel

Ensure all agents who meet the criteria are registered as Previews Property Specialists

Ensure that agents who generate Previews properties are working with the appropriate style of photography

Ensure that agents are familiar with and are using the Previews Concierge program for all Previews

International listings (including listing presentation and marketing plan development
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

2-3 years or more of customer service and administrative experience

Prior real estate experience preferred

Proficiency in the use of Microsoft Office Suite, myREcafe.com, HomeBase, NRTGateway, LeadRouter and Outlook, and have the ability to use internet based software

Demonstrated ability to work collaboratively

Strong presentation skills

Accuracy and a strong attention to detail

Ability to follow direction and utilize critical thinking and problem solving skills are essential

Excellent communication and interpersonal skills, ability to build strong professional relationships

Ability to work in a changing, dynamic workplace

Ability to interface with employees at all levels

Strong customer service orientation

Strong ability to multitask and effectively perform in a fast paced environment

Ability to read and interpret documents and procedure manuals

Ability to write reports and correspondence

Ability to deal with problems involving several variables

Diplomacy, Confidentiality and Flexibility

Ability to work under pressure within deadlines

Ability to prioritize and manage shifting responsibilities

Ability to utilize office equipment

Regular attendance and punctuality
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and see, talk or hear. The employee frequently is required to stand, walk, and reach with hands and arms. The employee must occasionally lift and/or move up to 20 pounds.
Performance Competencies:
Employee will be evaluated on the following performance competencies:
Knowledge/Skills

Clearly understands purposes, objectives, practices and procedures of the department and position

Exhibits skills, abilities and knowledge necessary to execute essential job responsibilities

Keeps up-to-date on developments related to the company, profession, resources and technology

Seeks to gain new skills and deeper understanding in order to improve processes and performance
Quality

Work is performed accurately with minimal errors

Assignments are thorough with appropriate level of detail

Work assignments are well organized and process used to complete assignments is thought out and easy to follow

Work product is professional and orderly
Efficiency

Accomplishes an acceptable amount of work to meet job standards

Effectively prioritizes work and meets deadlines consistently

Follows up on open items to ensure a timely and acceptable closure to issues and projects

Identifies inefficiencies and proactively suggests improvements

Manages time effectively, focusing on business related items in the workplace
Customer Focus (Truly Remarkable Service)

Ensures timely and effective follow-up with internal and external customers

Seeks out ways to improve service to customers (internal and external)

Goes the “extra mile” to ensure customer satisfaction

Understands urgency and demands of competing customer needs and priorities
Teamwork

Works well with members of the team, including coworkers, peers and leaders

Shares knowledge and information freely

Shows trust and respect for members of the team

Offers to help accomplish tasks or objectives outside one’s area of responsibility
Communication

Communicates information effectively using all appropriate communication channels

Writes clearly and concisely, conveying intended message

Communicates effectively with all levels of the organization
Adaptability/Flexibility

Demonstrates openness and flexibility in a changing work environment

Is able to shift focus, set new priorities and adjust as necessary to achieve desired business results

Effectively handles new assignments and projects outside scope of core responsibility

Adjusts behavior and responses as appropriate for a given situation and level of urgency

Able to maintain composure (tone of voice, body language, tone of email, etc.) under stressful or challenging situations
Professional Standards

Accepts personal responsibility for obligations and commitments to others

Consistently demonstrates appropriate professional behavior

Strives to maintain an organized and orderly work area

Understands and adheres to responsibilities set forth in Code of Ethics, Key Policies and Information Management Policy

Accurately records and approves all hours worked including overtime (non-exempt/hourly employees only) and paid time off in Company’s eTime system

Maintains required attendance and punctuality standards
In compliance with the Immigration Control and Reform Act of 1986, NRT LLC and its subsidiary companies will hire only U.S. citizens and aliens lawfully authorized to work in the United States. NRT does not generally provide sponsorship or employment visa status. Employment by NRT is contingent upon completing Form I-9 Employment Eligibility Verification, education verification, and satisfactory reference and background checks.
To be considered an applicant for this position you must show how you meet the basic qualifications of the job in a resume or document you upload.
NRT LLC, a subsidiary of Realogy Corporation, is committed to providing equal employment opportunity (“EEO”) and will make employment decisions without regard to race, color, religion, national origin, citizenship, age, sex, gender, sexual orientation, sexual preference, gender identity or gender expression, veteran status, marital status, disability, or any other characteristic protected under applicable laws and regulations. Under the Americans with Disabilities Act and other applicable laws Realogy will provide reasonable accommodation to disabled applicants upon request during the application process to ensure equal opportunities to be considered for employment.
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About this company
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NRT is the largest residential real estate brokerage company in the nation. NRT and its affiliated companies, marketing partners and joint...