Office Manager
16 days ago
Alpharetta
Job Description Position Summary The Office Manager - North Atlanta is an individual contributor role that represents a senior‐level evolution of a Front Desk Coordinator for the North Atlanta office. This position serves as the primary onsite presence for the office, combining front desk coverage and client experience responsibilities with expanded ownership of day‐to‐day office operations, administrative coordination, and leadership support. This position manages front office workflows end‐to‐end, keeps the office clean and organized, executes opening and closing procedures, maintains operations manuals and checklists, and supports advisors and leadership with high‐quality service. The role reinforces adherence to brokerage standards, office procedures, and regulatory requirements. While front desk and visitor experience remain core to the role, the Office Manager operates with increased independence, judgment, and accountability for ensuring the office functions efficiently, professionally, and in alignment with company policies, brand standards, and regulatory requirements. This role does not include supervisory responsibilities or authority over hiring, discipline, compensation, or policy decisions. Due to the essential nature of in‐person front office and operational support, this position is fully onsite and not eligible for hybrid or remote work. Essential Duties and Responsibilities Front Desk & Client Experience (Foundational Responsibilities) • Serve as the primary receptionist and first point of contact for advisors, clients, visitors, and vendors., • Greet visitors professionally and ensure a welcoming, polished front office experience at all times., • Manage guest and vendor access in coordination with building security (as applicable)., • Answer, screen, and route incoming calls, emails, and inquiries promptly and courteously., • Maintain reception and shared areas to ensure they are clean, organized, and client‐ready throughout the day., • Perform and coordinate daily administrative and operational functions of the North Atlanta office in accordance with established policies, checklists, and service standards., • Own and consistently execute opening and closing procedures in full in accordance with checklists, including security checks, lights and equipment, conference room readiness, signage, marketing assets, print stations, admin/storage areas, and front desk preparedness., • Ensure the office environment remains organized, clean, well‐supplied, and operationally efficient across all shared spaces (lobby, conference rooms, kitchen, copy areas, phone rooms, wellness room, workrooms), coordinating with any cleaning vendors or building services as applicable., • Maintain office supply inventory and hospitality items; place orders and submit purchase requests in line with company guidelines and budget parameters., • Monitor the overall “health” of the office (cleanliness, supplies, equipment, meeting readiness, visitor/advisor experience) and proactively address or escalate issues to keep operations running smoothly., • Coordinate office facilities needs, including maintenance requests, repairs, and equipment issues, to minimize business disruption and maintain professional standards of functionality and aesthetics., • Liaise with building management and approved vendors (cleaning, maintenance, supplies, shredding, etc.) to resolve service issues and ensure quality and reliability., • Track and follow up on vendor and building requests to ensure timely resolution; escalate recurring issues or service failures to Operations leadership., • Provide administrative and operational support to the Managing Broker and Associate Broker of the North Atlanta office and Vice President of Operations, prioritizing requests appropriately., • Assist with scheduling, calendar coordination, correspondence, expense tracking, and routine/recurring reporting using approved tools and templates., • Prepare documents, reports, and presentations in alignment with company standards and branding., • Track and follow up on assigned action items and operational priorities, providing concise and timely status updates to leadership., • Coordinate administrative aspects of new employee and advisor onboarding for the North Atlanta office, including documentation collection, licensing verification, office tours, system and access requests, and orientation scheduling., • Ensure workspaces, technology, and basic supplies are prepared in advance for new hires and advisors., • Serve as an ongoing administrative resource for employees and advisors regarding office processes, tools, workflows, and office operations manuals., • Schedule and support meetings, trainings, and office events in collaboration with leadership and other staff., • Coordinate room reservations, setup, technology checks, materials preparation, catering (as applicable), and day‐of logistics., • Ensure meeting spaces are properly maintained, reset, and equipped before and after use., • Monitor office technology and equipment (phones, printers, reception systems, conferencing tools, office TVs) and promptly report issues to appropriate channels., • Submit service requests to internal IT or approved third‐party vendors and track issue resolution to completion., • Provide basic troubleshooting and user assistance for common office technology issues within defined guidelines., • 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, cleanliness, hospitality, and office workflows; implement approved changes to enhance efficiency and experience., • Participate in periodic office walk‐throughs, check‐ins, and operational reviews with leadership. Required Qualifications • Minimum of three to five (3-5) years of experience in a front desk, administrative, office coordination, or operations support role., • Demonstrated ability to manage multiple priorities in a fast‐paced, client‐facing environment with strong attention to detail., • Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and standard office technology., • Strong written and verbal communication skills, with the ability to interact professionally with advisors, clients, leadership, vendors, and building partners., • High level of professionalism, discretion, reliability, and customer service orientation., • Experience in real estate, professional services, or a high‐touch client‐facing office environment., • Familiarity with MLS platforms, DocuSign, and Monday.com or similar transaction/coordination tools (helpful for advisor support and coordination)., • Experience supporting licensed professionals or sales teams. Work Location & Schedule • Full‐time, onsite position based in the North Atlanta office., • Standard operating schedule is 8:30 a.m. to 5:30 p.m., Monday through Friday, with an unpaid meal period each workday., • Overtime (more than an 8‐hour workday or 40‐hour workweek) must be pre‐approved by the supervisor prior to the work being completed., • Earlier start times, later end times, or occasional evening or weekend hours may be required to support office events or operational needs. Equal Employment Opportunity 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 protected status under 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 the job should contact Human Resources at .