Brokerage Office Administrator

Job Description

Christie's International Real Estate - Brokerage Office Administrator The Company Christie’s, the world’s largest Art Business, is an incredibly exciting & enriching place to start or continue your career. Whether you work within one of our Specialist Art Departments or in our more Operational focused teams we are all working together with one common goal in mind: to continue the success of this 250 year old company, steeped in history, bringing constant innovation whilst not forgetting our age old values; Passionate Expertise, Exceptional Client Service, Teamwork, Integrity, Business Judgement & Innovation. Colleagues across all departments are truly passionate about what they do and it is constantly inspiring to work with industry leaders across all segments of the business.   The Role To provide centralized support to the New York City Real Estate brokerage through coordination and general administrative tasks. This role will also provide administrative support to company’s senior management.  Duties may be varied depending what is going on in the business.   Specific duties & responsibilities will include but are not limited to Assisting Business Operations Manager for New York City Real Estate Brokerage:

• Assist in overall administrative support for New York City Brokerage and Christie’s International Real Estate New York office including copying, filing, department organization and tidiness, equipment maintenance and upkeep, and incoming/outgoing mail
• Oversee office operations including ordering and maintaining office and kitchen supplies, and contacting building Facilities and IT as necessary
• Receive incoming phone calls for Brokerage and general phone line, answering basic questions regarding the business in a polite and professional telephone manner and directing inquiries as appropriate
• Meet and greet clients during on-site visits
• Plan and schedule meetings and manage conference room bookings
• Attend meetings as requested to take minutes
• Assist with minor technology matters as necessary
• Assist with word processing, presentations and proofreading as necessary
• Assist with mailings (pulling mailing lists, printing letters and labels, etc.)
• Coordinate messenger service as needed
• Unpack various collateral and displaying as appropriate in gallery and offices
• Project manage certain key outputs of department
• Maintain and keep track of vendors and vendor invoices pertaining to the business
• Assist with onboarding new agents and supporting existing agents as necessary
• Assist with assembly of board packages, lease packages, listing agreements, etc.
• Assist with New York City events and open houses as needed
• Ad hoc projects as requested by management

• Answering, screening and forwarding incoming phone calls
• Travel bookings for CEO, COO and other Senior Vice Presidents
• Expense reports for CEO, COO and other Senior Vice Presidents
• Keep outlook calendars up to date for CEO and Senior Vice Presidents

• Bachelor’s degree preferred, or equivalent work experience.
• 1 – 2 years’ experience in luxury real estate brokerage and real estate license is preferred
• Knowledge of Microsoft Outlook, Word, Excel and PowerPoint
• Adobe suite experience (Acrobat Pro, Photoshop, InDesign) a plus but not required
• Ability to learn Christie’s systems including intranet and website
• Strong typing skills
• Excellent communication and interpersonal skills, including superior written and spoken communication
• Must be enthusiastic, cheerful and have a positive outlook (about everything)
• Superior client service skills
• Demonstrated ability to multi-task and prioritize
• Strong follow-up skills with attention to detail

• Comprehensive Medical, Dental and Vision care plans for employees and dependents (Generally Christie’s pays 80% of total premiums)
• 401k Savings Plan - Christie’s matches dollar for dollar on the first 5% an employee elects to contribute
• Life Insurance - 3x base salary up to $400k (100% paid by Christie’s)
• Disability Insurance (100% paid by Christie’s)
• Generous time-off and leave policies; including 8 weeks Paid Family Leave
• Robust Wellness Program
  • Onsite weekly yoga class
  • Discounted or subsidized Gym Memberships to Equinox, NYSC & NYHRC
• Annual Performance Bonus plan
• Commuter Benefits - Pre-tax money towards your daily commute with a Christie’s contribution of $21 per month
• Back Up Child & Elder Care - Each employee receives up to 10 days of back-up Child or Elder Care through Bright Horizons
• ‘Art & Soul’ – Each employee receives one paid day per year to dedicate their time to a charity of their choice
• Perks and Discounts through Zo and Plum Benefits