Office Operations & Marketing Coordinator

Vintage Sotheby's International Realty
Yountville, California

Position Summary

Vintage Sotheby's International Realty is seeking an energetic, highly organized, technology-forward professional to serve as the first impression of our luxury real estate office.

This position combines front desk reception, office operations, agent support, marketing coordination, social media management, and technology administration into one dynamic role.

The ideal candidate thrives in a fast-paced environment, enjoys learning new technology, embraces AI-powered productivity tools, and has an eye for luxury branding and design. This person will play a key role in supporting our agents while helping maintain the exceptional level of service and professionalism associated with the Sotheby's International Realty® brand.

Office Administration

• Welcome clients, agents, and visitors with exceptional customer service
• Answer and direct incoming phone calls
• Process new agent onboarding paperwork
• Maintain a polished and professional office environment
• Order and maintain office supplies
• Process incoming and outgoing mail
• Coordinate office equipment maintenance and vendor services
• Maintain confidential files and information

Marketing & Social Media

• Create and schedule branded social media content for:
• New Listings
• Open Houses
• Price Improvements
• Pending Sales
• Just Sold properties
• Company announcements
• Agent recognition
• Recruiting campaigns
• Community involvement and office events
• Maintain consistent branding across Facebook, Instagram, and additional marketing platforms
• Design marketing materials including:
• Property flyers
• Brochures
• Postcards
• Window displays
• Digital marketing graphics
• Create email campaigns and office marketing communications
• Assist agents with listing launch marketing
• Coordinate weekly marketing deadlines and ensure timely execution
• Maintain company website content and agent profiles

Technology & AI

The ideal candidate enjoys technology and is excited about using it to improve efficiency and elevate marketing.

Responsibilities include:

• Utilize AI tools (such as ChatGPT and other emerging platforms) to assist with:
• Marketing copy
• Listing descriptions
• Social media captions
• Email campaigns
• Internal communications
• Workflow improvements
• Learn and adopt new technology platforms quickly
• Assist agents with technology questions
• Recommend workflow improvements and automation opportunities
• Troubleshoot basic technology issues
• Stay current on emerging technology, AI, and digital marketing trends impacting the real estate industry

Real Estate Operations

• Coordinate new listing launches
• Input listing information into company systems
• Assist with transaction-related administrative support
• Coordinate signage installation requests
• Monitor marketing deadlines
• Ensure marketing requests meet office timelines
• Support agents with Sotheby's International Realty marketing resources and technology platforms

Desired Qualifications

We're looking for someone who is:

• Friendly, polished, and professional
• Exceptionally organized
• Technology savvy
• Creative and detail-oriented
• Self-motivated and dependable
• Adaptable in a fast-paced environment
• A proactive problem solver
• Comfortable managing multiple priorities simultaneously
• Eager to learn and continuously improve

Preferred Skills

• Excellent written and verbal communication
• Outstanding customer service skills
• Canva experience
• Adobe Creative Suite (preferred)
• Microsoft Office & Google Workspace
• Social media management experience
• AI productivity tools (ChatGPT or similar)
• Basic photo editing
• Basic video editing (a plus)
• Website editing experience (a plus)
• Dropbox and cloud file management
• CRM experience
• Ability to quickly learn new software platforms

Preferred Real Estate Systems Experience

Experience with any of the following is a plus, but not required:

• MLS systems
• SkySlope
• DASH
• Sotheby's International Realty Access
• Design Vault
• XpressDocs
• Meta Business Suite
• ActivePipe

Ideal Candidate

The right person is curious, embraces innovation, and enjoys finding better ways to accomplish everyday tasks. They appreciate luxury branding, exceptional customer service, and using technology to improve efficiency.

This position is ideal for someone seeking a long-term career in office operations, marketing, and business administration rather than residential sales. A California real estate license is not required, and while an interest in the real estate industry is welcomed, this role is designed as a professional operations and marketing position supporting our agents—not as a pathway into real estate sales.

We are looking for someone who enjoys building a career within a collaborative, family-owned business. We value long-term team members who take pride in creating exceptional experiences for our agents and clients, continuously seek ways to improve processes, and embrace new technology as the real estate industry evolves.

Schedule

• Part-time (20–30 hours per week)
• Monday through Friday with occasional flexibility for office events or special projects
• Primarily in-office at our Yountville location

Compensation

• Starting at $20.00 per hour, with opportunities for performance-based increases as responsibilities grow and demonstrated proficiency in marketing, technology, AI tools, and office operations.
• Paid training provided.

Why You'll Love Working Here

• Work in a beautiful luxury real estate office in the heart of Yountville.
• Join a collaborative, family-owned brokerage known for exceptional service and professionalism.
• Use creativity every day through marketing, design, social media, and emerging AI technology.
• Learn industry-leading luxury real estate marketing platforms and tools.
• Be part of a supportive team where your ideas are valued, innovation is encouraged, and your contributions have a direct impact on the success of our agents and clients.

To Apply

Please submit your resume along with a brief cover letter explaining why this position interests you. We would also love to see examples of your work, such as social media posts, Canva designs, marketing materials, or other creative projects that showcase your communication and design skills.

Pay: From $20.00 per hour

Benefits:

• Flexible schedule

People with a criminal record are encouraged to apply

Work Location: In person