Gibson Sotheby's International Realty is seeking an organized, proactive, and customer-focused Office Administrator & Transaction Coordinator with a home office in Newton, MA.
This is a hybrid role that combines office administration with behind-the-scenes transaction coordination. You'll serve as a key resource for our team while helping keep the office running smoothly and transactions organized from signed contract to closing.
The ideal candidate is someone who thrives in a fast-paced environment, enjoys solving problems, and can confidently balance multiple priorities. If you're detail-oriented, tech-savvy, and enjoy helping others succeed, we'd love to hear from you.
What You'll Do
Office Administration
As the primary administrative support for the office, you'll help create an exceptional experience for our agents, clients, and visitors.
Responsibilities include:
- Serving as the first point of contact for agents, clients, and guests.
- Working to ensure the office is set up for success by proactively identifying needs, supporting office priorities, and helping create a strong experience for agents and clients.
- Supporting daily office operations, meetings, events, and in office training.
- Partnering closely with our Listing Marketing Support team to ensure agents and the office have the materials and resources they need readily available for listing presentations, new listings, marketing requests, and other client-facing needs.
- Assisting with new agent onboarding and helping our entire team navigate company tools and resources.
- Coordinating with departments including Marketing, Accounting, Operations, IT, and Brokerage Management to support agent needs.
- Maintaining office supplies, records, forms, and administrative systems.
- Assisting with deposits, printing, data entry, continuing education coordination, and special projects.
Transaction Coordination
You'll work alongside our Transaction Services Lead to provide behind-the-scenes support for agents who choose to participate in our Transaction Services program. The goal is to streamline the administrative side of the transaction, allowing agents to focus on delivering an exceptional client experience while remaining the primary point of contact throughout the transaction.
Responsibilities include:
- Managing transaction files from signed contract through closing using company systems, including SkySlope and monday.com.
- Tracking contract deadlines, required documentation, tasks, and compliance requirements within designated transaction management systems.
- Preparing documents for signature and maintaining accurate, organized, and up-to-date transaction records.
- Coordinating with participating agents and internal departments to keep transactions moving smoothly.
- Monitoring transaction status and proactively communicating outstanding items, deadlines, and next steps with agents.
- Ensuring files are complete, accurate, and brokerage compliant.
- Maintaining strong working knowledge of SkySlope, monday.com, and other company technology used to manage transactions, workflows, and agent support.
- Supporting the Transaction Services Lead in delivering a consistent, high-quality experience for agents participating in the program.
What We're Looking For
- Highly organized with exceptional attention to detail.
- Strong communication and customer service skills.
- Ability to prioritize multiple tasks and adapt in a fast-paced environment.
- Comfortable learning and using technology and multiple software platforms.
- Resourceful, dependable, and able to work independently while collaborating with a team.
- Ability to handle confidential information with professionalism and discretion.
- Real estate, transaction coordination, office administration, or customer service experience is preferred.
Schedule: Monday - Friday, 9am - 5 pm
Pay: From $58,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Flexible spending account
- Health insurance
- Health savings account
- Paid time off
- Vision insurance
Work Location: In person
