Office Manager / Transaction Coordinator with Marketing Support

About us

We are a well-established, fast-growing real estate brokerage in Northern California. Our team is passionate about real estate and committed to supporting our agents in delivering top-tier client experiences. We are currently seeking an ideal candidate to fill the position of Office Manager/Transaction Coordinator, a dynamic, multi-faceted role that encompasses office administration, marketing support, transaction coordination, and agent services.

In partnership with the Sales Manager and office team, this role plays a key part in creating and maintaining a positive office environment, supporting real estate agents, and ensuring that transactions are managed with care and precision. The right candidate thrives on juggling multiple tasks, enjoys a collaborative work environment, and is driven to support others with a “can-do” attitude.

Key Responsibilities:

Office Administration & Agent Support

• Interface with management, sales associates, clients, and vendors
• Coordinate and support weekly sales meetings (A/V set-up, food ordering/pick-up, clean-up)
• Track and update agent contests or performance boards/slides
• Answer phones, monitor general email inboxes, and provide customer service
• Maintain a clean, organized, and professional office space
• Assist agents in using company tech tools

Marketing & Social Media

• Provide marketing support to sales associates, including social media assistance
• Coordinate with agents on listing promotions, flyers, signage, and branding materials

Transaction Coordination & File Compliance

• Manage real estate transactions from contract to close, keeping all parties informed and on schedule
• Ensure files are accurate, compliant, and complete with all required documents
• Track deadlines for contingencies, inspections, and escrow
• Communicate with agents, clients, escrow/title, lenders, and vendors throughout the transaction process
• Upload and maintain transaction files in brokerage systems
• Follow up on missing documentation and coordinate timely file completion for broker review

Bonus Structure:

• Bonus opportunities available for each successfully closed transaction
• Incentives based on transaction volume and timely, compliant file submission

Qualifications:

• 2–3 years proven experience in a professional office setting (real estate industry a plus)
• Friendly, flexible, and professional communication style
• Strong organizational and multitasking abilities
• Experience with Google Suite, CRM platforms, and cloud-based tools
• Comfortable working with tech tools and systems
• Marketing and social media experience is highly preferred
• Self-starter who can work independently and as part of a team
• Appreciation for agent success and understanding that their success = our success
• Transaction coordination experience and/or knowledge of real estate sales processes is a plus

Job Type: Full-time

Pay: $21.00 - $24.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Experience:

• Social media management: 3 years (Preferred)
• Office management: 2 years (Required)

Ability to Commute:

• Discovery Bay, CA 94505 (Required)

Work Location: In person