Office & Escrow Operations Coordinator

Job Description

Job Description

About the Role

Regency Real Estate Brokers is looking for a reliable, personable, and highly organized Office & Escrow Operations Coordinator to serve as the heart of our Mission Viejo office. This is a hands-on, client-facing role where you'll keep the front office running smoothly, support our escrow team, coordinate office events, and ensure agents and clients feel taken care of from the moment they walk through the door.

If you take pride in a well-run office, stay cool when things get busy, and genuinely enjoy being the go-to person — we'd love to meet you.

What You'll Do

• Be the welcoming face of the office — greeting clients, agents, and visitors and directing them appropriately

• Answer and route incoming calls and manage all incoming mail, packages, and deliveries

• Receive and process commission checks; notify agents and track payments from outside escrow companies

• Prepare and maintain escrow files, enter data into escrow software, and support the processing team as needed

• Open and close the office daily, including stocking supplies, preparing coffee stations, and securing the building

• Coordinate setup, food orders, and cleanup for meetings, training lunches, and shareholder events

• Maintain office supplies, manage vendor relationships, and keep shared spaces clean and organized

• Maintain agent rosters, insurance certificates, vendor lists, and archived sales and lease reports

• Step in to record commissions, process accounts receivable, and support operations in the Office Manager's absence

What We're Looking For

• 2+ years in a front office, administrative, or operations support role

• Warm, professional demeanor with strong interpersonal and customer service skills

• Highly organized with the ability to juggle multiple priorities without dropping the ball

• Proficient in Microsoft Office Suite (Word, Excel, Outlook)

• Discreet and trustworthy when handling confidential information

• Dependable, punctual, and self-motivated

Nice to Have

• Experience in a real estate brokerage or related office environment

• Familiarity with QuickBooks