Real Estate Office Support & Transactions Coordinator

Corcoran Sawyer Smith is seeking an Office Support Specialist to be the operational heartbeat of our office — the person who keeps things running smoothly, makes every agent and client feel welcomed, and ensures that the day-to-day infrastructure of a fast‑paced real estate brokerage functions with consistency and excellence. You will be working closely with our fun, kind, ambitious members of the sales team and reporting directly to the Regional Branch Manager on a daily basis. This is an opportunity to be part of a fast‑growing, highly respected real estate brokerage with a reputation for exceptional service and an extraordinary culture of cooperation and inclusion. WHO WE ARE Corcoran Sawyer Smith has been earning loyalty, trust, and respect through an unwavering commitment to individualized, quality service since 1915. Our real estate brokerage, school, and national relocation allow us to offer our clients the benefits and exceptional value of a full‑service organization. Through over 100 years in the business, we have developed a workforce that exemplifies our unique culture with integrity, dedication, and enthusiasm. Franchised with Corcoran, a highly regarded brand in prominent luxury markets throughout the US, Caribbean, and Europe, Corcoran Sawyer Smith offers the latest technology, award‑winning marketing unlike any other real estate brands, and 435+ dedicated and accomplished agents in some of New Jersey and Pennsylvania’s top performing markets. WHO YOU ARE You are a highly organized, proactive, and dependable professional who thrives in a role where no two days look exactly alike. You take pride in creating an environment where agents, clients, and colleagues feel supported and at ease from the moment they walk through the door. You have a natural ability to juggle competing priorities without losing your composure, and you approach every task — from managing compliance paperwork to planning an office event — with the same level of care and attention to detail. You communicate clearly, follow through on your commitments, and carry yourself with a warmth and professionalism that reflects who we are as a company. Above all, you are a kind‑hearted, people‑first person who embodies our core values: Excellence, Collaboration, Integrity, Grit, and Adaptability. RESPONSIBILITIES AND OBJECTIVES Our office is a fast‑paced environment. You will report directly to the Regional Branch Manager and collaborate daily with agents, the leadership team, and external partners. This description is a brief overview, but your skills and interests will be considered as the role evolves over time. Reception: Be the welcoming face and first point of contact for our office Greet and assist agents, clients, vendors, and visitors with professionalism and warmth — embodying the Corcoran Sawyer Smith standard from the first impression Answer and direct incoming calls, emails, and inquiries promptly and accurately Maintain a clean, organized, and well‑presented front office environment at all times Manage incoming and outgoing mail, packages, and deliveries Maintain office supply inventory and coordinate restocking as needed Serve as a resource for agents with day‑to‑day operational questions and needs Compliance Coordination: Uphold our commitment to integrity through accurate and timely documentation Collect, review, and organize required compliance documents for all transactions in accordance with state licensing regulations and company policy Maintain up‑to‑date agent licensing records, ensuring renewals and continuing education requirements are tracked and communicated proactively Liaise with the managing broker and leadership on compliance‑related matters, flagging issues with urgency and discretion Organize and maintain digital compliance files, ensuring documentation is complete, accurate, and audit‑ready at all times Support onboarding of new agents by coordinating required paperwork, licensing verification, and systems access Monitor changes in compliance requirements and communicate updates to the appropriate team members Transaction Support: Keep deals moving efficiently from contract to close Provide administrative support to agents and the Office Manager throughout the transaction process Assist with the preparation, organization, and distribution of transaction‑related documents Track transaction timelines and key deadlines, proactively communicating status updates to agents and management Assist with the preparation of commission disbursements and related financial documentation in coordination with management Marketing Coordination: Assist agents with their marketing plans and execution Support the Marketing team with materials, signage, and promotional items Bring our culture to life through thoughtfully executed office events. Assist in the planning, organization, and execution including agent meetings, trainings, client events, and community initiatives Manage the office events calendar, ensuring all key dates are communicated in advance to relevant staff and agents Track RSVPs and attendance, communicate headcounts and updates into 3DP and to the Office Manager Collaboration: Strengthen the office by connecting people, information, and resources Work closely with the Office Manager, managing broker, and marketing team to support daily operations and company initiatives Communicate proactively with agents to anticipate needs and remove friction from their day Participate in team meetings and contribute ideas for improving office systems and procedures Support onboarding of new agents by coordinating workspace setup, technology access, and orientation materials Manage vendor relationships and coordinate routine office maintenance and service needs REQUIRED QUALIFICATIONS 2–4 years of experience in an administrative, office support, or operations role — real estate experience a strong plus Proficiency in Google Workspace; ability to quickly learn new systems and software Proficiency in Canva and Adobe Suite Exceptional organizational skills with the ability to manage multiple priorities and deadlines simultaneously Strong interpersonal and communication skills — professional, warm, and clear in both written and verbal communication Experience with or ability to learn real‑estate CRM and transaction management platforms High attention to detail, particularly in handling compliance documentation and time‑sensitive materials A proactive, solutions‑oriented mindset — able to anticipate needs and act without being asked Ability to maintain confidentiality and exercise sound judgment with sensitive information Cool under pressure — able to stay composed and effective in a fast‑moving, people‑facing environment BONUS QUALIFICATIONS Experience in real‑estate compliance, transaction coordination, or brokerage operations Familiarity with New Jersey or Pennsylvania real estate licensing requirements Graphic Design Please note that this job description is not designed to cover a comprehensive listing of activities, duties, or responsibilities that are required for this role, and responsibilities may change at any time. #J-18808-Ljbffr