Office Administration Associate PT/On-Call - Blue Ridge & Clayton

Job Description

Job Description

Position summary

The Part-Time Office Administration Associate (On-Call) is responsible for providing on-call operational and administrative coverage to support the daily functioning of the Clayton and Blue Ridge areas for the Mountain Sotheby's International Realty offices. This role assists with front office coordination, basic facilities, vendor follow-up, advisor support tasks, meeting and event logistics, and maintaining a polished, client-ready environment. Work is primarily performed onsite when coverage is needed (e.g., vacations, meetings, illness, or high-volume days), with a guaranteed minimum of five (5) hours per week and additional hours scheduled based on business needs. This position has no direct supervisory responsibilities.

Essential duties and responsibilities

On-call office operations support

• Provide on-call operational coverage for the office to support daily business activities, including reception, office readiness, and basic administrative tasks when scheduled or called in.
• Fill in for front office staff or operations personnel during absences, peak periods, or special events to ensure continuity of operations.
• Monitor and maintain basic office organization (e.g., lobby, common areas, front desk workstations) to keep spaces functional and client ready.

Office environment, facilities, and coordination

• Support the upkeep of office workspaces, conference rooms, and common areas by straightening surfaces, tidying materials, and ensuring a professional appearance consistent with brand standards.
• Monitor core office supply levels (e.g., paper, toner, basic kitchen items) during scheduled hours and communicate or assist with ordering and restocking as needed.
• Assist with logging and escalating facilities, maintenance, or cleaning issues to appropriate vendors, building management, or leadership; confirm basic resolution when on site.
• Help ensure required postings, signage, and client-facing materials are current, visible, and professionally presented, escalating any gaps to leadership.

Advisor support and advisor experience

• Provide administrative and logistical support to advisors when present in the office, including basic document preparation, scanning, printing, and file handling consistent with established workflows.
• Assist with onboarding logistics for new advisors when requested, including preparing workspaces, coordinating access to office resources, and providing standard orientation materials.
• Support coordination of office meetings, trainings, caravans, or learning sessions (e.g., room setup, sign-in sheets, materials distribution, basic AV setup) as needed.
• Help communicate routine office updates, reminders, or logistical information to advisors via email, postings, or prepared templates as directed by leadership.

Client and visitor experience

• Maintain a warm, professional, and welcoming environment for clients, visitors, and vendors when providing office coverage.
• Answer incoming calls, direct inquiries, and greet guests in a polished, luxury service-minded manner, aligning with the Sotheby’s International Realty brand experience.
• Ensure reception and any client-facing areas (lobby, conference rooms) are clean, organized, and set for upcoming appointments or meetings.

Operational and leadership assistance

• Support leadership with basic administrative tasks related to office operations, such as simple tracking logs, updating internal lists, or organizing shared resources.
• Assist with distributing and posting internal communications, required postings, or office notices when present in the office.
• Identify and surface opportunities for minor process improvements related to office readiness, advisor support, or client experience; implement approved changes within role scope.
• Perform other duties as assigned that are consistent with an on-call, part-time operational support role and skill level.

General responsibilities

• Adhere to established office policies, procedures, and workflows; appropriately escalate exceptions, risks, or issues to the Managing Broker or designated leader.
• Maintain a high level of professionalism, confidentiality, and discretion in handling advisor, client, and company information.
• Represent Atlanta Fine Homes Sotheby’s International Realty in a manner that reflects the firm’s service standards and luxury brand expectations.

Blue Ridge Office Support:

• Travel to and from the Blue Ridge storage unit as needed to retrieve, deliver, or organize office materials and supplies.
• Keep stored items organized and assist with basic inventory tracking.
• Move office supplies, equipment, or materials between MSIR office locations when requested.
• Assist with light setup, organization, and logistical support for office operations as needed.

Qualifications

Required qualifications

• 3+ years of administrative, office operations, or business support experience in a professional office or service environment.
• Strong organizational and time management skills with the ability to handle multiple tasks, requests, and priorities during on-call coverage windows.
• Professional written and verbal communication skills, with the ability to interact effectively with advisors, clients, leadership, and vendors.
• Demonstrated service orientation and professionalism in a client-facing or internal support role.
• Ability to work independently with minimal supervision, particularly when providing coverage during times of reduced staffing.
• Proficiency with standard office technology and tools (e.g., multi-line phone systems, email and calendar tools such as Outlook, basic AV/conference room equipment, scanners, copiers).

Preferred experience

• Experience in real estate, professional services, or sales-driven organizations.
• Familiarity with brokerage office operations, CRM platforms, transaction systems, or office coordination tools commonly used by real estate advisors.
• Comfort working within a flexible, on-call support structure, including adapting to different offices, personalities, and day-to-day needs.

Work schedule and location

• Guaranteed minimum of five (5) hours per week with understanding more hours maybe assigned
• Primarily an on-call support role with additional hours scheduled based on office coverage needs, advisor support requests, events, or seasonal workload.
• Work will generally be performed onsite at the Blue Ridge or the Clayton offices or other designated company locations, with specific schedules and locations determined in advance where possible.
• Not eligible for hybrid or remote arrangements when coverage is needed onsite for client-facing or operational responsibilities.

Physical requirements

• Ability to sit, stand, walk, and move throughout the office environment for extended periods as needed during coverage shifts.
• Ability to lift and carry office materials, supplies, and small equipment up to 20–25 pounds with or without reasonable accommodation.
• Ability to use standard office equipment (computer, phone, copier, scanner, basic AV) on a regular basis.

Equal Employment Opportunity (EEO) statement

Mountain 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 status protected by applicable law.

Americans with Disabilities Act (ADA) statement

Mountain 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 this role should contact Human Resources at HR@atlantafinehomes.com