Office Support Coordinator

Job description

POSITION: Office Support Coordinator Location: Frisco, Texas Type: Full-time Position Summary The Office Support Coordinator is responsible for helping keep the office running smoothly by providing exceptional administrative, operational, and customer service support. As the first point of contact for agents, clients, and guests, this position creates a welcoming and professional experience while supporting the Sales Manager in recruiting, agent retention, training, office communications, marketing, events, and day-to-day office operations. This position serves as a trusted partner to the Sales Manager by exercising sound judgment, maintaining confidentiality, and helping create a positive, solution-oriented office environment. Through strong organizational skills, professionalism, and a commitment to service, the Office Support Coordinator plays an essential role in ensuring an organized, engaging, and productive office that reflects CENTURY 21 Judge Fite Company's commitment to delivering extraordinary real estate experiences. Front Office & Customer Service Serve as the first point of contact for agents, clients, vendors, and visitors. Answer, screen, and direct incoming phone calls professionally and efficiently. Greet guests with a friendly, welcoming attitude. Provide information regarding office locations, listings, company services, and general real estate questions. Relay messages accurately and promptly. Assist with scheduling appointments and reserving office resources. Maintain office phone lists, directories, and contact information. Recruiting & Agent Retention Maintain and update the recruiting pipeline, including candidate contact information, follow-up schedules, activity tracking, and notes. Coordinate recruiting events, office tours, and candidate visits. Coordinate all onboarding activities for newly affiliated agents, ensuring a smooth and welcoming experience. Prepare welcome packets, name badges, desk setup, technology requests, and onboarding materials. Maintain agent rosters, office contact lists, and recruiting records. Coordinate birthday, anniversary, and milestone recognition for agents. Track agent production, event participation, recruiting activity, and retention metrics. Support the Sales Manager in fostering an engaging office culture that promotes agent success and retention. Training & Professional Development Coordinate office training sessions, workshops, meetings, and coaching events. Schedule presenters, meeting rooms, and technology resources. Prepare sign-in sheets, handouts, presentation materials, and training packets. Set up and test Microsoft Teams, Zoom, projectors, microphones, and presentation equipment before each training session. Maintain the office training calendar. Organize and maintain the office training library and resource center. Assist and train agents with the adoption of company technology platforms and systems. Marketing & Internal Communications Manage or assist with office social media highlighting recruiting, office culture, agent achievements, community involvement, and events. Design flyers, invitations, newsletters, announcements, and promotional materials using Canva in alignment with company brand standards. Maintain the Office Wins Board featuring new listings, closings, awards, and agent achievements. Develop, organize, and maintain the OneTeam Wall and Agent Resource Center. Assist with internal office communications, presentations, and office announcements. Event Planning & Vendor Relations Coordinate office meetings, recruiting events, client appreciation events, fundraisers, and agent appreciation activities. Manage event timelines, RSVP lists, vendor communication, and event logistics. Coordinate catering, decorations, supplies, awards, and promotional materials. Assist with event setup, breakdown, and day-of coordination. Promote events through social media, email, text messaging, presentations, and office signage. Send thank-you notes and recognition to vendors, sponsors, and volunteers following events. Office Operations & Administrative Support Develop and maintain Office Care Standards to ensure a clean, organized, and welcoming environment. Perform routine office walk-throughs to monitor cleanliness, organization, and maintenance needs. Maintain conference rooms, kitchen, breakroom, reception, and common areas. Monitor office supply inventory and coordinate purchasing. Maintain office sign inventory, including yard signs, riders, directional signs, lockboxes, and other marketing materials. Coordinate sign ordering, distribution, tracking, repairs, and replacement to ensure adequate inventory for agents. Coordinate maintenance requests, seasonal cleaning, facility improvements, and vendor services. Collect maintenance invoices and vendor bills and coordinate submission to the Accounting Department for processing. Serve as the primary liaison between agents and the Accounting Department by assisting with billing questions, payment inquiries, commission-related requests, and other financial matters. Prepare commission invoices as needed, coordinate collection of commission payments from clients, and follow up on outstanding balances while partnering with the Accounting Department to ensure timely processing and accurate recordkeeping. Organize storage areas, office supplies, and shared resources. Coordinate seasonal decorating and holiday displays. Assist with filing, data entry, mail distribution, and special projects. Perform additional administrative duties as assigned by the Sales Manager. Qualifications High school diploma or equivalent required; some college coursework preferred. Two or more years of experience in administrative support, office coordination, customer service, or a related field. Real estate industry experience preferred but not required. Excellent communication and interpersonal skills. Strong organizational skills with exceptional attention to detail. Ability to prioritize multiple responsibilities in a fast-paced environment. Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Microsoft Teams. Experience with Canva, Zoom, social media platforms, and CRM systems preferred. Ability to quickly learn new technology and company systems. Demonstrated ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with professionalism and discretion. Ability to remain calm under pressure, de-escalate challenging situations, and maintain positive relationships with agents, clients, vendors, and staff. Professional appearance with a positive, service-oriented attitude. Core Competencies Exceptional customer service Organization and attention to detail Professional communication Relationship building Event coordination Technology proficiency Inventory and facilities management Financial and administrative coordination Sound judgment and professional discretion Ability to maintain confidentiality and handle sensitive information Conflict de-escalation and problem resolution Emotional intelligence and interpersonal awareness Initiative and ownership Time management Collaboration and teamwork Adaptability Success in This Role A successful Office Support Coordinator helps create an office where agents feel supported, welcomed, and connected. By serving as a trusted extension of the Sales Manager, this individual exercises professionalism, discretion, and sound judgment while ensuring recruiting efforts, onboarding, training, marketing, events, office operations, and administrative processes run efficiently. Through exceptional organization, communication, and relationship building, the Office Support Coordinator contributes to a positive office culture and helps drive the overall success of the office and its real estate professionals. About Us CENTURY 21 Judge Fite Company is proud of our history of success in serving the real estate needs of our clients since 1937. We were voted the No. 1 Place to Work by The Dallas Morning News and Dallas Business Journal and awarded the Best Training in DFW by The Dallas Morning News. With offices across Texas and Oklahoma, we have also given millions back to local charities. Our mission is to serve the community, develop people, have fun, and achieve profits. We are looking for a person to join the Judge Fite family who shares our core values: honesty and integrity, dedication to clients and community, providing world-class service, commitment to being goal-focused and results-driven, and discipline to perform at the highest level.