Office Operations & Marketing Coordinator

Office Operations & Marketing Coordinator
Vintage Sotheby's International Realty

Position Summary
Vintage Sotheby's International Realty is seeking an energetic, highly organized, technology-forward professional to serve as the first impression of our luxury real estate office.

This position combines front desk reception, office operations, agent support, marketing coordination, social media management, and technology administration into one dynamic role.

The ideal candidate thrives in a fast-paced environment, enjoys learning new technology, embraces AI-powered productivity tools, and has an eye for luxury branding and design. This person will play a key role in supporting our agents while helping maintain the exceptional level of service and professionalism associated with the Sotheby's International Realty® brand.

Office Administration

Welcome clients, agents, and visitors with exceptional customer service

Answer and direct incoming phone calls

Process new agent onboarding paperwork

Maintain a polished and professional office environment

Order and maintain office supplies

Process incoming and outgoing mail

Coordinate office equipment maintenance and vendor services

Maintain confidential files and information

Marketing & Social Media

Create and schedule branded social media content for:

New Listings

Open Houses

Price Improvements

Pending Sales

Just Sold properties

Company announcements

Agent recognition

Community involvement and office events

Maintain consistent branding across Facebook, Instagram, and additional marketing platforms

Design marketing materials including:

Property flyers

Postcards

Window displays

Digital marketing graphics

Create email campaigns and office marketing communications

Assist agents with listing launch marketing

Coordinate weekly marketing deadlines and ensure timely execution

Maintain company website content and agent profiles

The ideal candidate enjoys technology and is excited about using it to improve efficiency and elevate marketing.

Responsibilities include:

Utilize AI tools (such as ChatGPT and other emerging platforms) to assist with:

Marketing copy

Internal communications

Workflow improvements

Learn and adopt new technology platforms quickly

Assist agents with technology questions

Recommend workflow improvements and automation opportunities

Troubleshoot basic technology issues

Stay current on emerging technology, AI, and digital marketing trends impacting the real estate industry

Coordinate new listing launches

Input listing information into company systems

Assist with transaction-related administrative support

Ensure marketing requests meet office timelines

Support agents with Sotheby's International Realty marketing resources and technology platforms

Desired Qualifications
We're looking for someone who is:

Friendly, polished, and professional

Exceptionally organized

Technology savvy

Creative and detail-oriented

Self-motivated and dependable

Adaptable in a fast-paced environment

Comfortable managing multiple priorities simultaneously

Eager to learn and continuously improve

Preferred Skills

Microsoft Office & Google Workspace

AI productivity tools (ChatGPT or similar)

Basic photo editing

Dropbox and cloud file management

CRM experience

Ability to quickly learn new software platforms

Experience with any of the following is a plus, but not required:

MLS systems

SkySlope

DASH

Sotheby's International Realty Access

Design Vault

XpressDocs

Meta Business Suite

ActivePipe

Ideal Candidate
The right person is curious, embraces innovation, and enjoys finding better ways to accomplish everyday tasks. They appreciate luxury branding, exceptional customer service, and using technology to improve efficiency.

This position is ideal for someone seeking a

long-term career in office operations, marketing, and business administration rather than residential sales . A California real estate license is

not required , and while an interest in the real estate industry is welcomed, this role is designed as a professional operations and marketing position supporting our agents—not as a pathway into real estate sales.

We are looking for someone who enjoys building a career within a collaborative, family-owned business. We value long-term team members who take pride in creating exceptional experiences for our agents and clients, continuously seek ways to improve processes, and embrace new technology as the real estate industry evolves.

Schedule

Part-time (20–30 hours per week)

Monday through Friday with occasional flexibility for office events or special projects

Primarily in-office at our Yountville location

Compensation

Starting at $20.00 per hour , with opportunities for performance-based increases as responsibilities grow and demonstrated proficiency in marketing, technology, AI tools, and office operations.

Paid training provided.

Why You'll Love Working Here

Work in a beautiful luxury real estate office in the heart of Yountville.

Join a collaborative, family-owned brokerage known for exceptional service and professionalism.

Use creativity every day through marketing, design, social media, and emerging AI technology.

Learn industry-leading luxury real estate marketing platforms and tools.

Be part of a supportive team where your ideas are valued, innovation is encouraged, and your contributions have a direct impact on the success of our agents and clients.

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