Office Manager

Job Description

Job Description:\n\nJob Type: Full-TimeSchedule: Monday–Friday, 8:30 AM–5:00 PMPrimary Location: Newberg, OregonTravel: Approximately 1–2 days per week to other company officesCompensation: Based on experience and qualifications\nAre You Organized, Tech-Savvy, and Someone Who Loves Helping People?\nColdwell Banker Professional Group is looking for an energetic, personable, highly organized Office Manager to join our Newberg team!\nWe're looking for someone who takes pride in their work, enjoys working with people, embraces technology, and understands that the little details make a big difference.\n\nThis is a hands-on position that combines office management, customer service, administrative support, agent onboarding, event coordination, technology assistance, and daily office upkeep.\n\nOne moment you may be helping a real estate agent navigate company software, the next you're preparing for a training event, welcoming a client, coordinating with management, or making sure the office kitchen and common areas are sparkling clean.\n\nWe're looking for someone who sees what needs to be done and takes initiative to make it happen.\nOur ideal candidate has a welcoming personality, excellent computer skills, strong organizational abilities, and a genuine desire to help others succeed.\nReal estate experience is a plus, but not required. We're happy to train the right person!Compensation:\n$40,000 - $50,000\nResponsibilities:\n\n Grow in the position through continued learning and revitalization of skillsets in related duties\n Order office equipment and supplies as needed\n Inform team members regularly about the status of projects and any setbacks or achievements\n Answer phone calls and emails to act as a liaison between clients and staff members to improve customer retention and referral rates\n Manage all paperwork in the office and create a process for team members to follow to ensure efficiency\n Plan community events to market the company and increase brand awareness\n Utilize the website, social media, and printed materials to raise our visibility in the community\n Plan office events and schedule arrangements for travel if necessary\n\n \n Ready to use AI to be more efficient\n\nDaily Office Management, Cleanliness & Hospitality\nTake ownership of the day-to-day operations, appearance, cleanliness, and welcoming atmosphere of our Newberg office.\n\n \n Open and prepare the office each morning, ensuring it is clean, organized, professional, and ready for agents and clients.\n \n Maintain a sparkling clean, inviting, and well-organized office throughout the day.\n \n Perform routine daily cleaning and light janitorial duties, including tidying common areas, wiping down counters and surfaces, emptying trash, and keeping workspaces presentable.\n \n Maintain the office kitchen and breakroom, including washing and putting away dishes, cleaning countertops, maintaining appliances, and keeping shared spaces sanitary and organized.\n \n Routinely clean and maintain office bathrooms, including wiping surfaces, replenishing supplies, removing trash, and ensuring they remain clean and welcoming.\n \n Prepare and clean conference rooms, training areas, and meeting spaces before and after use.\n \n Maintain office supplies, kitchen supplies, cleaning products, and other operational necessities.\n \n Monitor office equipment, coordinate maintenance requests, and help ensure everything is functioning properly.\n \n Greet agents, clients, vendors, and guests with warmth, professionalism, and exceptional customer service.\n \n Answer phones, respond to inquiries, and assist with daily office needs.\n \n Take initiative when something needs attention rather than waiting to be asked.\n\nA clean, professional, and welcoming office is an essential part of our customer service experience. Daily cleaning and general office upkeep are regular responsibilities of this position.\nAdministrative & Agent Support\n\n \n Provide professional administrative support to real estate agents and management staff.\n \n Assist agents in person, by phone, email, and through virtual communication platforms.\n \n Help agents navigate company resources, forms, systems, and administrative procedures.\n \n Prepare documents, correspondence, spreadsheets, reports, presentations, and other administrative materials.\n \n Manage calendars, schedules, office communications, and administrative projects.\n \n Maintain accurate records, organized digital files, and internal office documentation.\n \n Coordinate with marketing, transaction coordination, accounting, and management departments.\n \n Provide support to agents across multiple office locations.\n \n Assist with special projects and company initiatives.\n \n Maintain confidentiality and professionalism when handling sensitive company, employee, and agent information.\n\nAgent Onboarding & Offboarding\n\n \n Coordinate administrative onboarding for new real estate agents.\n \n Prepare and organize onboarding documents, checklists, and required paperwork.\n \n Assist new agents with company email, technology platforms, CRM systems, marketing resources, and internal communication tools.\n \n Help agents become familiar with company policies, procedures, resources, and support departments.\n \n Coordinate with management and other departments to ensure a smooth onboarding experience.\n \n Track onboarding progress and follow up on outstanding items.\n \n Assist with agent offboarding, including required documentation, account access changes, company property, and administrative checklists.\n \n Maintain accurate agent records and ensure onboarding and offboarding procedures are completed consistently.\n \n Help create a positive, welcoming experience for new agents joining our company.\n\nTechnology, Software & Digital Support\nOur company embraces technology, innovation, and continuous improvement. Strong computer skills and a willingness to learn new systems are essential.\n\n \n Work confidently with Google Workspace (G Suite), including Google Docs, Sheets, Drive, Gmail, and Calendar.\n \n Utilize Trello for task management, project organization, tracking assignments, and team collaboration.\n \n Demonstrate proficiency with Microsoft Office, particularly Excel, Word, Outlook, and PowerPoint.\n \n Create, edit, format, and maintain spreadsheets, shared documents, reports, and presentations.\n \n Learn and utilize proprietary company software, real estate technology, CRM platforms, and internal business systems.\n \n Assist agents with basic software navigation and technology questions.\n \n Participate in ongoing training related to artificial intelligence (AI), social media, digital marketing, and emerging business technologies.\n \n Be willing to learn and use AI-powered tools to improve productivity, communication, and administrative efficiency.\n \n Assist with social media, marketing materials, and digital communications as needed.\n \n Adapt to new technology, software updates, and changing business processes with a positive attitude.\n\nEvents, Meetings & Office Culture\n\n \n Plan, coordinate, and assist with office meetings, training classes, agent appreciation events, celebrations, and company activities.\n \n Prepare meeting rooms, materials, refreshments, technology, and supplies.\n \n Manage invitations, calendars, attendance, and event communications.\n \n Assist management in encouraging agent participation and engagement.\n \n Coordinate with other office administrators and management staff on company-wide events.\n \n Help create an energetic, supportive, collaborative, and welcoming office environment.\n \n Bring creativity, enthusiasm, and a positive attitude to company activities.\n\nManagement & Multi-Office Support\n\n \n Work closely with local management, principal brokers, and company leadership.\n \n Collaborate with administrative staff throughout Coldwell Banker Professional Group.\n \n Provide both local and virtual administrative assistance to agents and management.\n \n Travel to other company locations approximately 1–2 days per week, depending on business needs.\n \n Assist with office coverage, administrative projects, meetings, and special events at other locations.\n \n Follow company procedures and help maintain consistent operational standards across offices.\n \n Communicate professionally, meet deadlines, and follow through on assigned responsibilities.\n\nQualifications:\n\n Technologically savvy; basic knowledge of Microsoft Office Word and Excel programs and filing systems with the ability to learn new programs quickly and troubleshoot common issues\n Enjoys talking with customers and can communicate through verbal and written channels\n High school diploma or GED required\n Customer service experience in our industry is preferred\n History of being deadline-driven and extremely organized\nRequired Skills & Experience\n\n \n Previous experience in office administration, customer service, office management, or a related professional position.\n \n Exceptional customer service skills and a friendly, outgoing, engaging personality.\n \n Strong proficiency in Google Workspace, including Google Docs, Sheets, Drive, Gmail, and Calendar.\n \n Experience using Trello or comparable task and project management software, with the ability to become proficient in Trello.\n \n Strong Microsoft Office skills, particularly Excel, Word, Outlook, and PowerPoint.\n \n Ability to create and maintain spreadsheets, reports, documents, calendars, and digital files.\n \n Excellent written and verbal communication skills, including professional email etiquette.\n \n Strong organizational skills, attention to detail, and ability to manage multiple priorities.\n \n Ability to work independently, take initiative, and solve problems.\n \n Willingness and ability to learn proprietary software, CRM systems, AI tools, social media platforms, and emerging technology.\n \n Ability to follow established procedures and maintain accurate records.\n \n Comfortable performing daily office cleaning, kitchen and bathroom upkeep, dishwashing, and other routine light janitorial responsibilities.\n \n Ability to maintain a clean, professional, and welcoming office environment.\n \n Willingness to assist with all aspects of office operations, from administrative projects to hands-on office maintenance.\n \n Ability to work effectively with agents, clients, vendors, coworkers, and management.\n \n Dependability, professionalism, discretion, and a strong work ethic.\n \n Reliable transportation and willingness to travel between company locations approximately 1–2 days per week.\n \n Availability to work Monday–Friday, 8:30 AM–5:00 PM, with Newberg as the primary office location.\n\nPreferred Qualifications — Not Required\n\n \n Previous real estate, title, escrow, or property management experience.\n \n Experience with real estate CRM platforms, MLS systems, SkySlope, or transaction management software.\n \n Experience coordinating agent or employee onboarding and offboarding.\n \n HR administration or payroll processing experience.\n \n Experience with Canva, social media marketing, or content creation.\n \n Familiarity with AI tools such as ChatGPT.\n \n Experience coordinating meetings, events, and professional training.\n \n Previous experience supporting multiple offices or teams.\n\nWho Will Thrive in This Role?\nWe're looking for someone who:\n\n \n Loves people. You enjoy welcoming visitors, helping coworkers, and building positive relationships.\n \n Takes ownership. You treat the office as if it were your own and take pride in how it looks, feels, and operates.\n \n Isn't afraid to roll up their sleeves. Whether it's helping an agent with technology, cleaning the kitchen, washing dishes, or preparing for an event, you're happy to jump in.\n \n Is exceptionally organized. You can balance multiple responsibilities and keep important details from falling through the cracks.\n \n Is tech-savvy. You're comfortable with computers, spreadsheets, software, and learning new technology.\n \n Embraces change. You're excited to learn about AI, social media, and innovative business tools.\n \n Is proactive. You recognize what needs attention and take action without constant direction.\n \n Is dependable. You follow through, communicate clearly, and take accountability for your work.\n \n Is a team player. You enjoy collaborating with agents, managers, and administrators across multiple locations.\n \n Brings positive energy. You help create an environment where people feel welcomed, supported, and appreciated.\n\nCandidates must already possess strong computer skills. While we provide training on proprietary systems, applicants should be confident working with Google Workspace, Trello, Excel, and other common business applications.\nAbout Company\n\nColdwell Banker Professional Group is a growing, full-service real estate company with 10 connected offices throughout Western Oregon.\nWe believe successful real estate professionals deserve exceptional support, innovative technology, outstanding education, and a collaborative environment where people genuinely care about one another.\nOur administrative team plays an essential role in that mission.\nFrom welcoming clients and supporting agents to coordinating training, maintaining beautiful offices, and helping our team embrace new technology, our administrative professionals are an important part of what makes our company successful.\nWe value teamwork, initiative, accountability, exceptional service, and a willingness to continually learn and grow.