Office Administrator - Newport Beach, CA

Office Administrator

We're seeking a proactive Office Administrator to support the Branch Manager at Coldwell Banker's Newport Beach, CA office. This full-time, onsite role at our Fashion Island location offers a dynamic, fast-paced team environment with strong potential for personal growth in a nationally recognized residential real estate firm. The Office Administrator will play a critical role and oversee daily branch operations, managing a wide range of administrative, logistical, and independent project responsibilities. Key duties include calendar management, meeting coordination, expense processing, and travel arrangements. This role also serves as a central liaison between the Branch Manager, sales team, internal departments, and senior leadership. Success in this role requires a strong sense of urgency, the ability to anticipate needs, and independent decision-making. The Office Administrator ensures operational efficiency and seamless communication, enabling the leadership team to focus on strategic priorities. This position is 100% onsite at the Coldwell Banker real estate office located in Newport Beach, CA. Key Responsibilities

Provide day-to-day support to the Branch Manager while effectively representing the team on calls, during in-person meetings and through written correspondence Manage incoming communication, calendar and schedule appointments, travel and expenses. Act as a gatekeeper by fielding calls, reading emails, responding to inquiries and/or escalating as necessary. Prioritize the daily business needs of the Branch Manager and effectively and efficiently meet those needs. Manage incoming communication and logistics of scheduling meetings and conference calls. Traffic all matters that require priority to resolve issues and streamline processes. Coordinates, prepares, reviews and executes all Branch Manager presentations, ensuring timeline delivery and content coordination, polished final product Build and maintain strong relationships with sales agents and across the admin, marketing and affiliate teams as well as with clients, vendors and other key contacts. Develop expertise in company platforms and tools; work closely with the tech team to identify and solve tech issues. Act as a liaison between leadership and sales team, driving problem resolution and innovative solutions to enhance collaboration Manage onboarding for top performing sales agents, partners across teams to ensure the best-in-class experience Minimum Qualifications

Minimum 3 years' experience supporting a senior level manager in a professional office and/or corporate environment with demonstrated progression in their administrative skills and experience Residential real estate sales knowledge and experience is strongly preferred. Superior communication skills, both written and verbal Proficiency in Microsoft Office Suite to include Word, PowerPoint, Excel, Teams and CoPilot required Demonstrated proficiency in handling meeting planning, scheduling and logistics Excellent relationship building and collaboration skills with the ability to interact with senior level Branch Managers and establish rapport with all levels of staff Exceptional ability to collaborate in a team environment, while taking ownership of individual results Ability to manage multiple diverse projects with accuracy and thoroughness, maintaining superior organizational skills and attention to detail in a fast-paced setting. Exercises discretion with sensitive information, facilitates results through influence and collaboration Anticipates needs and responds effectively to evolving priorities and last-minute requests with a flexible, self-directed approach, always maintaining a positive and professional attitude Tech savvy and tech agile in learning and applying new tools Demonstrates strong business insight, financial judgment and creative problem-solving skills to drive results Anywhere is proud to offer a comprehensive benefits package to our employees including: Medical, Dental, Vision, Short-term and Long-term disability benefits, AD&D 401(k) savings plan with company match Paid Time Off to Include Holidays, Vacation Time, and Sick Time Paid Family & Paternity Leave Life Insurance Business Travel Accident Insurance All employees receive access to LinkedIn Learning Tuition reimbursement for approved programs Employee Referral Program Adoption Assistance Program Employee Assistance Program Health and Wellness Program and Incentives Employee Discounts Employee Resource Groups