Office Coordinator

NetWorth Realty of Portland is Seeking an Office Coordinator / Transaction Coordinator! Are you the glue that holds everything together? The person who magically knows where every file, form, and missing pen is? Can you juggle multiple priorities, keep transactions moving, and still answer the phone with a cheerful “Hello!”? Then this is the job for you! NetWorth Realty of Portland is looking for a highly organized, detail-oriented Office Coordinator/Transaction Coordinator to help keep our office running smoothly and support our agents, clients, and leadership team. What You'll Be Doing (Besides Being Awesome): Recruiting and Hiring: Manage the full candidate experience from application to onboarding, ensuring timely and professional communication Review incoming applications, screen candidates, and coordinate interviews with the manager Maintain accurate candidate records and update hiring pipelines in the applicant tracking system Assist with scheduling interviews, preparing candidate materials, and facilitating a smooth interview process Support onboarding by preparing new hire paperwork, coordinating start dates, and ensuring new team members feel welcomed and prepared Help promote open roles through job postings, outreach, and recruiting platforms Administrative Mastery: Answer incoming calls with a courteous and friendly demeanor Maintain and organize office supplies, order inventory, and coordinate office equipment maintenance Sort and distribute incoming mail and process outgoing mail Manage office calendars, scheduling appointments and meetings for the manager and associates Perform clerical duties such as data entry, document filing, and preparing correspondence, forms, and reports Manage calendars for key transaction deadlines, including inspection periods, earnest money due dates, and closing schedules Transaction Coordination: Manage the contract-to-close process to help ensure deadlines are met Serve as the primary point of communication between the office, corporate team, agents, lenders, escrow companies, and other parties involved in transactions Gather and organize transaction documents, including funding packets, earnest money deposits, disclosures, and closing paperwork Upload completed property files and maintain organized electronic filing systems Track transaction milestones and help ensure smooth closings Financial & Record Management: Deposit checks and assist in tracking incoming wires Create and maintain databases for office metrics, team performance, and property profit analysis Record and submit monthly expenses through Expensify Manage office subscriptions and recurring services, including internet, water delivery, RMLS dues, and other vendor accounts Client & Vendor Relations: Coordinate with utility companies post-closing to ensure account accuracy Order and distribute gifts for clients and office team members Coordinate with photographers and other vendors to support property listings Help maintain exceptional service standards for clients and business partners Event & Office Coordination: Coordinate office events, client appreciation events, sponsored events, dinners, and outings Plan travel arrangements for manager meetings and office trips Organize and support weekly office meetings Help foster a positive, organized, and energetic office culture What We're Looking For: Excellent verbal and written communication skills Exceptional organizational skills with strong attention to detail Ability to multitask and manage competing priorities while meeting deadlines Strong interpersonal and customer service skills Proficiency in Microsoft Office Suite and related software Ability to work independently and proactively solve problems Fluent in English (reading, writing, and speaking) required. Spanish fluency is a plus! Reliable transportation required High school diploma or equivalent required Two years of office administration, clerical, or real estate experience preferred Ability to sit at a desk and work on a computer for extended periods Ability to lift up to 25 pounds Must be able to work in-person Monday through Friday Why Work With Us? Competitive pay: $20 - $22/hour + commission opportunities Full-time schedule: Monday through Friday, 8:30 AM to 5:00 PM Competitive Benefits: Health insurance Dental insurance Vision insurance Life insurance Paid Time Off (PTO) Professional growth and development opportunities A supportive, collaborative team that values your contributions The opportunity to be a key part of a growing and dynamic real estate office NetWorth Realty of Portland is an Equal Opportunity Employer. Details: Hourly, Non-Exempt, Full-Time, Non-Supervisory Schedule: Monday through Friday, 8:30 AM to 5:00 PM Location: 5538 SE 22nd Ave, Portland, OR 97202 Glassdoor Best Places to Work in 2017, 2018, 2019, & 2024! Thank you for your interest. You will be considered for all the NetWorth Realty career roles at this location.