Office Coordinator

John R. Wood Properties is the oldest real estate company in Southwest Florida, with over 62 years of experience in the industry and local market. Founded in 1958, the firm operates on a strong foundation of culture and family principles. Representing a trusted local brand, the company is part of global real estate networks, providing international exposure and facilitating significant sales volumes.

With 18 offices across Southwest Florida and a team of over 600 agents and staff, John R. Wood Properties is a leader in the region.

Salary Range - $50,000 to $55,000

Position is located at our 5th Ave office.

The Office Coordinator is a dynamic, front-line role dedicated to optimizing daily office operations, supporting real estate agents, and enhancing both internal processes and customer experiences. In this capacity, you will orchestrate resources, foster effective workflow, and drive adoption of critical real estate tools, serving as the connective hub for agents, customers, leadership, and the public. The role requires adept multitasking in a fast-paced environment, balancing both data-intensive and logistical responsibilities with exceptional professionalism.

This position reports to the Managing Broker with dotted line reporting to our Admin office

• Transaction & Listing Management assistance: Oversee agent files along with the MLS coordinator(s), ensuring seamless transaction progress and successful closings. Accurately enter and update listing/sale data in MLS and deal management systems; upload property photos and virtual tours as needed. Will work in tandem with other offices and Galleria to ensure timely file approval.
• Agent & Office Operations: Coordinate new agent onboarding and departing agent offboarding with Galleria Administration, DBPR, and MLS/Associations. Lead monthly floor schedule planning, agent attendance, office meetings, and training sessions. Guide agents through the adoption of marketing, compliance, and transaction tools. This team member will be working directly with agents on training any and all JRW tools and services.
• Marketing & Administrative Assistance: Support agents with marketing material production, mail distribution, and special project execution. Maintain and distribute office publications, ensuring all materials are current and relevant.
• Office Facilities & Supplies Administration: Point of contact for facilities requests and service calls. Manage office supplies inventory, organize storage, and oversee maintenance for phones, copiers, and other office equipment.
• Financial & Communication Support: Handle postage, copier tracking, and related monthly billing reports. Greet and support visitors and callers, maintaining a friendly, service-oriented environment.
• Space Management & Security: Maintain conference rooms and public spaces, manage key access, and ensure opening/closing security processes are completed daily.

• Advanced Microsoft Office Suite skills (Word, Excel, Outlook) with proficiency in real estate applications, digital marketing, and multimedia (photo/video) tools.
• Ability to rapidly learn new software, platforms, apps and internet-based systems.
• Familiarity with real estate industry concepts and office technology.
• Outstanding interpersonal and communication skills; comfortable interacting at all levels, both internally and with clients.
• Exemplary organizational skills, attention to detail, and polished personal presentation.
• Minimum high school diploma and 10+ years of relevant administrative experience; college degree preferred.

• Demonstrates swift, reliable competency in all assigned systems and workflows.
• Delivers timely, accurate, and high-quality support across operations.
• Provides constructive, solutions-oriented assistance to agents and staff.
• Promotes a positive, customer-first environment with measurable agent satisfaction.
• Resolves issues efficiently, collaborating proactively with the Managing Broker for rapid problem-solving.