Office Coordinator

NetWorth Realty USA•Portland, OR

38d•$20 - $22•Onsite

About The Position

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. This role requires someone who can manage multiple priorities, keep transactions moving, and maintain a cheerful demeanor while handling various administrative and transactional tasks.

Requirements

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.
Reliable transportation required
High school diploma or equivalent required
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

Nice To Haves

Spanish fluency is a plus!
Two years of office administration, clerical, or real estate experience preferred

Responsibilities

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.
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.
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.
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.
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.
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.