Real Estate Department Coordinator

Reach Community Development•Portland, OR

1d•$0 - $28•Hybrid

About The Position

The Real Estate Department Coordinator provides administrative and operational support to the Real Estate Department, ensuring the efficient coordination of activities that support the planning, development, financing, and long-term stewardship of REACH’s affordable housing portfolio. The position coordinates administrative operations, department communications, project documentation, financial and procurement activities, and operational processes to support departmental priorities and organizational objectives. The role serves as a central resource for department coordination while maintaining accurate records, facilitating collaboration, and promoting operational efficiency.

Requirements

Minimum of three years of progressively responsible administrative, project coordination, or office management experience, preferably supporting real estate, construction, affordable housing, or related operations.
Associate degree in Business Administration, Office Administration, Project Management, or related field preferred; equivalent combinations of education and experience may be considered.
Experience coordinating multiple projects, maintaining confidential records, and supporting executive or departmental operations.
Experience with Microsoft Office Suite and electronic document management systems required.
Experience with procurement, contract administration, or financial support functions preferred.
Excellent organizational, administrative, and project coordination skills.
Strong written, verbal, and interpersonal communication abilities.
Ability to manage multiple priorities while maintaining accuracy and attention to detail.
Proficiency with Microsoft Office Suite, document management systems, and virtual meeting platforms.
Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
Strong customer service orientation and ability to build collaborative working relationships with internal and external stakeholders.
Commitment to REACH's mission, operational excellence, and equity-centered practices.
Regular sitting, standing, walking, computer use, and occasional lifting of up to 25 pounds. Fine motor skills are required for typing, filing, and the operation of office equipment.
Must have a valid driver's license and valid liability insurance and require the use of a personal vehicle for work-related travel when necessary.

Nice To Haves

Associate degree in Business Administration, Office Administration, Project Management, or related field preferred; equivalent combinations of education and experience may be considered.
Experience with procurement, contract administration, or financial support functions preferred.

Responsibilities

Manage calendars, schedule meetings, and coordinate logistics for the Head of Real Estate and departmental leadership.
Prepare, edit, proofread, and distribute correspondence, reports, presentations, agendas, meeting minutes, and other departmental documents.
Coordinate travel arrangements, conference registrations, and other administrative activities as assigned.
Serve as the primary administrative point of contact for the Real Estate Department by responding to inquiries and directing requests appropriately.
Coordinate meetings, communications, and activities across the Real Estate Department and with internal departments, consultants, contractors, lenders, investors, public agencies, and external partners.
Track assignments, deadlines, project milestones, and follow-up actions to support timely completion of departmental priorities.
Coordinate department meetings, retreats, training sessions, and special events.
Maintain department procedures, templates, administrative resources, and operational calendars.
Organize and maintain development, asset management, contract, and operational records in accordance with organizational record retention standards.
Coordinate the preparation, routing, execution, and storage of contracts, agreements, and other department documents.
Assist with preparation of Board materials, funding applications, regulatory submissions, reports, and project documentation.
Maintain tracking logs and document inventories to support project reporting, contract administration, and compliance requirements.
Process invoices, purchase requests, expense reimbursements, and purchasing card reconciliations in accordance with organizational policies.
Coordinate procurement activities, vendor onboarding, contract renewals, and contract tracking.
Assist with tracking departmental expenditures and maintaining supporting financial documentation.
Recommend and implement improvements to administrative workflows, document management practices, and departmental processes.
Maintain department supplies, equipment, and administrative resources.
Handle confidential and sensitive information with professionalism, discretion, and sound judgment.
Support special projects and additional departmental initiatives as assigned.
Engages in self-reflection and open dialogue to recognize personal bias and support a respectful, inclusive workplace that constructively challenges racism and dominant culture.
Supports the development of inclusive practices in daily work to promote racial equity and further the organization's mission.
Participate in departmental planning, cross-functional projects, and organizational committees as assigned.
Support the implementation of department technology and process improvement initiatives.