Administrative Coordinator
Job Description
Team Administrative Coordinator — Part-Time
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20–30 hours per week | Primarily in-office | Santa Barbara
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Pay: $30–$35 per hour
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We are an established, busy Santa Barbara real estate team looking for an organized, proactive, and personable Team Administrative Coordinator to join our office part-time.
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This person will play an important role in keeping our team organized and making sure the many moving pieces of our business stay on track. We are looking for someone who is a natural problem-solver, has excellent follow-through, enjoys working with people, and isn’t afraid to pick up the phone and get things done.
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A real estate license or previous real estate experience is a plus, but not required. Finding someone with the right personality, work ethic, and organizational skills is most important to us.
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Responsibilities
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• Manage team calendars and schedule appointments, meetings, showings, inspections, and other events
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• Communicate with clients, agents, vendors, and other professionals by phone, text, and email
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• Make follow-up calls and confidently track down information when needed
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• Maintain team to-do lists, reminders, deadlines, and follow-up items
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• Make sure tasks are completed and nothing falls through the cracks
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• Assist with coordinating, picking up, and delivering client gifts
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• Help prepare for meetings, appointments, listings, and client events
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• Coordinate with vendors and service providers
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• Assist with general office organization and administrative projects
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• Help maintain client information and team records
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• Run occasional local errands or deliver materials as needed
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• Anticipate upcoming needs and proactively help the team stay ahead
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The Right Person
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We are looking for someone who is:
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• Exceptionally organized and detail-oriented
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• Proactive and able to work without constant direction
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• Warm, professional, and confident communicating with people
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• Comfortable and personable on the phone
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• Assertive when necessary and comfortable following up until something is completed
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• Dependable with excellent follow-through
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• Able to manage multiple priorities at once
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• Flexible and willing to jump in wherever help is needed
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• Tech-savvy and comfortable learning new systems
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• Discreet and professional with confidential client information
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• Positive, collaborative, and comfortable working as part of a small team
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• Available to work primarily from our Santa Barbara office
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Experience
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Previous administrative, executive assistant, hospitality, client service, real estate, or office management experience would all translate well to this position.
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A California real estate license is a plus, but not required.
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Schedule
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Approximately 20–30 hours per week. This is primarily an in-office position with some flexibility in scheduling.
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We are looking for someone who wants to become a trusted and integral part of our team and who takes pride in helping an office run smoothly, clients feel well cared for, and projects get completed from start to finish.