Front Desk Administration Coordinator - Atlanta Metro

Job Description

Job Description

Position Summary

The Front Office Administrative Coordinator is a key operational role responsible for ensuring Atlanta Fine Homes Sotheby's International Realty offices run efficiently while delivering a polished, hospitality‐driven client and advisor experience. Front office coordination is the primary focus of this position and is critical to the performance and reputation of the firm. This role aids in managing front desk workflows, supports advisors and the listings coordination team, partners with Hospitality Services, and reinforces adherence to brokerage standards and brand expectations.

Due to the in-person nature of front office coverage, advisor support, and office operations, this position is fully onsite with no hybrid or remote option and has no direct supervisory responsibilities.

Essential Duties and Responsibilities

Front Desk, Operations, Hospitality & Logistics

• Serve as the first point of contact for advisors, clients, vendors, and guests, delivering a professional and welcoming experience while maintaining reception, lobby, and other client-facing areas to company and brand standards at all times.
• Manage incoming calls, emails, and inquiries promptly, routing or resolving them accurately and in accordance with office protocols.
• Support advisors and the listings coordination team by receiving, logging, and routing listing-related materials, forms, keys, lockboxes, signs, and marketing assets to the appropriate workflows.
• Coordinate pick‐up and drop‐off of items such as keys, signage, packets, closing gifts, and hospitality items; maintain accurate logs of items issued and returned.
• Provide timely information and basic assistance to advisors regarding office processes, meeting logistics, and general support needs.
• Coordinate conference room scheduling, meeting logistics, and basic technology setup for internal and client-facing meetings.
• Partner with Hospitality Services to ensure refreshments, meeting setups, and guest needs are prepared in advance of client appointments and events.
• Manage office supply inventory, including monitoring stock levels, placing orders, organizing supply areas, and preventing stockouts.
• Support vendor coordination for cleaning, maintenance, and building services by logging requests, tracking progress, and confirming resolution.

Administrative & Leadership Support

• Provide administrative support to advisors, brokers, and leadership, including document preparation, scheduling, basic reporting, and correspondence.
• Assist with preparation and setup for office meetings, trainings, and events (materials, room readiness, catering coordination, sign‐in sheets, and follow‐up as needed).
• Support distribution and posting of internal communications, required notices, and office updates.

Multi-Office Support

• At times travel between Atlanta Metro offices (Buckhead, Cobb, Intown, North Atlanta) on a scheduled basis to provide coverage and operational support, ensuring consistent front office standards.
• Support key events and office needs as required, including occasional early morning, evening, or weekend events with appropriate overtime pay.

General Responsibilities

• Adhere to established policies, procedures, and workflows; appropriately escalate issues, risks, or exceptions to leadership.
• Identify and communicate opportunities for process improvement related to front office operations, advisor experience, and office readiness; implement approved changes.
• Maintain a high level of professionalism, confidentiality, and discretion in all interactions and with all information handled.
• Perform other duties as assigned consistent with an individual contributor role and level.

Qualifications

Required Qualifications

• 2 - 4 years of administrative, front desk, or operations experience in a professional office environment.
• Strong organizational and multitasking skills with the ability to manage multiple calls, visitors, tasks, and locations.
• Professional written and verbal communication skills with the ability to interact effectively with advisors, clients, leadership, and vendors.
• Demonstrated client service orientation and polished, hospitality‐minded demeanor.
• Proficiency with standard office technology, including multi‐line phone systems, email and calendar tools (e.g., Outlook), and basic AV/conference room equipment.
• Reliable transportation for local travel between offices, in accordance with company policy.

Preferred Qualifications

• Experience in real estate, professional services, or hospitality environments.
• Familiarity with brokerage office operations, listings workflows, and advisor support needs.
• Comfort working across multiple office locations and adapting to different teams and office cultures.

Core Competencies & Skills

• Client service orientation
• Organization and time management
• Attention to detail
• Communication (written and verbal)
• Collaboration (advisors, listings, hospitality, facilities)
• Technology and systems proficiency
• Adaptability and reliability
• Professionalism and discretion

Work Schedule & Hours

• Standard operating hours for this role are 8:30 a.m. to 5:30 p.m., Monday through Friday.
• This role includes a 30‐minute to 1-hour unpaid meal period each workday.
• Occasional early morning, evening, or weekend hours may be required to support events, coverage needs, or special projects and will be compensated in accordance with applicable wage and hour laws.

Work Location

• Full‐time, onsite position supporting Atlanta Fine Homes Sotheby's International Realty Atlanta Metro offices (Buckhead, Cobb, Intown, North Atlanta)
• Not eligible for hybrid or remote work due to the essential requirement for in‐person front office coverage and office operations.

Physical Requirements

• Ability to sit, stand, walk, and move throughout the office environment for extended periods as needed.
• Ability to lift and carry office materials, supplies, and small equipment up to 25 pounds with or without reasonable accommodation.
• Ability to use standard office equipment (computer, phone, copier, scanner) on a regular basis.

Equal Employment Opportunity (EEO) Statement

Atlanta Fine Homes Sotheby's International Realty is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other status protected by applicable law.

Americans with Disabilities Act (ADA) Statement

Atlanta Fine Homes Sotheby's International Realty provides reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act and applicable state and local law. Applicants or employees who require an accommodation to perform the essential functions of this role should contact Human Resources at View email address on ziprecruiter.com.

Atlanta Fine Homes Sotheby’s International Realty is a locally owned, privately held residential real estate brokerage and the exclusive Sotheby’s International Realty affiliate for metro Atlanta. As the region’s leading upper‐tier brokerage, the firm combines deep local market knowledge with the global reach and marketing power of the Sotheby’s International Realty network. Founded in 2007 and headquartered in Atlanta, the company is built on three core tenets, Passion, Experience, and Reputation, and is known for delivering million‐dollar marketing and white‐glove service for homes in all price ranges.

Company Description

Atlanta Fine Homes Sotheby’s International Realty is a locally owned, privately held residential real estate brokerage and the exclusive Sotheby’s International Realty affiliate for metro Atlanta. As the region’s leading upper‐tier brokerage, the firm combines deep local market knowledge with the global reach and marketing power of the Sotheby’s International Realty network. Founded in 2007 and headquartered in Atlanta, the company is built on three core tenets, Passion, Experience, and Reputation, and is known for delivering million‐dollar marketing and white‐glove service for homes in all price ranges.