Office Coordinator - Transaction Coordinator at NetWorth Realty

Location: Portland, OR

Position Overview:
The Office Coordinator/Transaction Coordinator will manage day-to-day office operations, help coordinate real estate transactions, and provide general administrative support. This role is essential in ensuring that our office runs smoothly and efficiently while supporting the team in delivering exceptional service to our clients.

Key Responsibilities:

• Administrative Support:

  • Answer incoming calls with a courteous and friendly demeanor.
  • Maintained and organized office supplies, ordered inventory, and coordinated office equipment maintenance.
  • Sort and distribute incoming mail and process outgoing mail.
  • Manage office calendar, scheduling appointments and meetings for the manager and associates.
  • Perform clerical duties such as data entry, document filing, and preparing letters, memos, forms, and reports.
  • Put reminders on agents' calendars for important deadlines, such as inspection periods, earnest money due dates, and closing schedules.

• Transaction Coordination:

  • Manage the contract-to-close process, ensuring deadlines are met.
  • Serve as the main point of communication between the office, corporate, agents, lenders, and escrow companies on closings.
  • Gather and organize all necessary documents for property transactions, including funding packets, earnest money deposits, property disclosures, etc.
  • Upload completed property folders to the drive and manage electronic filing systems.

• Financial & Record Management:

  • Deposit checks and track down the origin of incoming wires.
  • Create and maintain databases for various metrics, including team points and profit analysis on sold properties.
  • Record and submit monthly expenses via Expensify.
  • Manage and pay office subscriptions, including water delivery, internet, RMLS dues, and more.

• Client & Vendor Relations:

  • Coordinate with utility companies post-closing to ensure accuracy.
  • Order and distribute gifts for the office and clients.
  • Coordinate with professionals such as photographers for property listings.

• Event Planning & Coordination:

  • Coordinate events such as dinners, sponsored events, and outings.
  • Plan travel arrangements for manager meetings and office trips.
  • Organize the weekly morning meetings.

Required Skills & Qualifications:

• Excellent verbal and written communication skills.
• Exceptional organizational skills with attention to detail.
• Ability to multitask and manage time effectively, with a proven ability to meet deadlines.
• Strong interpersonal and customer service skills.
• Proficient in Microsoft Office Suite and other related software.
• Fluent in English (reading, writing, speaking) is required, and Spanish fluency is a plus. 
• Ability to work independently.
• Must have reliable transportation.
• High school diploma or equivalent required. 
• Two years of previous office clerical or real estate experience is preferred.
• Prolonged periods sitting at a desk and working on a computer. 
• Must be able to lift 25 pounds at a time.
• Ability to work physically in-person at the office, M-F.

Why Join Us?

We believe in fostering a supportive and collaborative work environment, offering opportunities for growth and development while ensuring that our team members feel valued and empowered.

Compensation and benefits:

$20- $22 Hourly base pay + commissions, DOE
Flexible schedule
PTO

NetWorth Realty of Portland is an equal opportunity employer.