Job Description

Are you a people person who loves seeing others succeed, organizing all the things, and making every day run smoothly? Join our team at KW Elite!

The Office Coordinator serves as the face and operational heartbeat of Keller Williams Elite. This role sets the tone for the Market Center each day, ensuring every agent, client, and guest feels welcomed, supported, and valued from the moment they enter.

The ideal candidate embodies unreasonable hospitality — anticipating needs, creating thoughtful experiences, and maintaining a polished, professional environment where agents can thrive.

This role blends hospitality, organization, operational execution, and onboarding support. The primary responsibility of this position is daily front desk operations, agent experience, and leadership team support. All additional responsibilities support this core function.

This role reports directly to the Director of Operations and works in close partnership with the Leadership Team.

The Office Coordinator is empowered to uphold office standards and operational systems consistently and professionally.

CORE RESPONSIBILITIES

Front Desk & Office Operations (Primary Focus)

• Open and close the Market Center daily (8:00 AM – 5:00 PM)
• Greet agents, clients, and visitors warmly and professionally
• Answer and route incoming calls using established KW procedures
• Manage office lead routing and on-call rotation systems
• Maintain a consistently clean, organized, and professional Market Center environment
• Manage conference and training room reservations
• Receive, document, and distribute mail, packages, and checks
• Process earnest money receipts in compliance with Market Center policies
• Monitor and maintain inventory of office supplies and order as needed
• Troubleshoot basic office technology needs (printers, paper, system access)
• Redirect routine inquiries appropriately to protect leadership time
• Uphold office systems and standards with consistency and professionalism

The Office Coordinator supports agent needs within established systems and does not provide individual transaction coordination or personal administrative support.

Agent Experience & Recognition

• Serve as the first point of contact for agent questions and daily needs
• Support onboarding logistics and foundational resource setup for new agents
• Coordinate birthday and anniversary recognition initiatives
• Conduct periodic roster check-ins to confirm contact information
• Assist with agent move-in and move-out processes
• Maintain a welcoming and structured environment that reflects KW Elite culture

Events & Internal Communications

• Support planning, promotion, setup, and execution of internal trainings and events
• Coordinate food orders and vendor communications
• Create and update the monthly lobby loop and printed training calendar
• Promote internal events and track RSVPs
• Ensure presentation standards remain polished for all office functions

Leadership & Operational Support

• Provide administrative and operational support to the Leadership Team as directed
• Assist with internal initiatives, reporting preparation, and special projects
• Maintain strict confidentiality in handling financial documents, agent records, and leadership communications
• Anticipate needs and proactively address operational gaps
• Exercise sound judgment and discretion in all interactions

Qualifications

• Naturally warm, professional, and service-minded
• Highly organized with strong attention to detail
• Calm and steady in a fast-paced environment
• Strong written and verbal communication skills
• Comfortable with Canva and basic marketing design tools
• Tech-comfortable with Google Workspace, CRM systems, and office technology
• Proficient with AI Tools
• Follows instruction well
• Demonstrates professionalism, discretion, and follow-through
• Self-motivated and dependable
• Ability to remain calm and positive in a fast-paced environment
• Takes pride in creating structured, welcoming environments

What Success Looks Like

• Agents and guests consistently feel welcomed and supported
• Office operations run smoothly and predictably
• The Market Center maintains a clean, polished, and professional presentation
• New agents receive foundational marketing materials within a timely onboarding window
• Administrative details and records are maintained with accuracy and kept up to date
• Leadership can focus on growth knowing daily operations are handled with care

Where you will work: Keller Williams Elite Realty, Oklahoma City, OK

Reporting to: Director of Operations

Who are we?

Frequently recognized as the most innovative and agent-friendly brokerage in the nation, Keller Williams Realty is a gathering place for the industry's best real estate agents. The Keller Williams Elite Realty Market Center features a state-of-the-art real estate training room, modern office space, and friendly atmosphere that is recognizable the moment you enter. With industry-leading real estate training, generous commission splits with a capping structure, and an experienced leadership and support staff, Keller Williams Elite Realty is a hot spot for agents looking to rapidly build and grow their real estate careers.

TO APPLY:

1. Send an email with the following information to debbiewillis@kw.com

a. Use the subject line: Front Desk Concierge Application

b. Attach a PDF of your Resume

c. In the body of the e-mail let us know your available start date

Interview Process:

1. Phone Interview

2. Online Test

3. In-person Interview

4. Hire decision

Job Type: Full-time

Pay: $36,000.00 per year

Benefits:

• Health insurance
• Paid time off

Work Location: In person

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