Transaction Assistant & Office Coordinator

Job Description

About Us

Your next adventure in commercial real estate support starts here!

Join a well-established and respected commercial real estate firm specializing in the retail and shopping center industry since 1996. We are a collaborative and dynamic team dedicated to providing exceptional service and achieving outstanding results for our clients throughout Oregon and Southwest Washington. As a key member of our small but fast-paced office, you will contribute directly to our success and play a vital role in maintaining our positive and professional environment.

Overview

We are seeking a highly organized and proactive Transaction Assistant & Office Coordinator to support our commercial real estate brokers and ensure the smooth and efficient operation of our office. This in-person role is often the first point of contact for clients and requires a positive, patient, and professional demeanor both in person and over the phone. The ideal candidate will be a solution-oriented, self-motivated individual who thrives in a fast-paced environment and can adapt to changing priorities daily.

Responsibilities

Provide comprehensive administrative support including word-processing, spreadsheet creation, and data entry for the entire office, preparing documents such as letters of intent, purchase & sale agreements, and listing agreements with strong proficiency in Microsoft Word and Excel

Conduct thorough research on property ownership, contact information, and zoning regulations

Accurately enter and maintain lease data within the firm's CRM system (Salesforce/Apto)

Assist the Graphic Designer/Print Production Coordinator with marketing projects, utilizing Adobe Creative Suite (InDesign) to create and edit tour books, flyers, aerials, presentations, website posts, and listings

Professionally operate a cloud-based multi-line telephone system, route calls efficiently, and warmly welcome clients and guests

Proactively manage office supplies, assist with the repair and maintenance of office equipment and facilities, and ensure the smooth day-to-day functioning of the office

Other tasks as needed

Qualifications and Skills

Associate degree or higher

Minimum of 2 years of experience in an office administration support role or sales support

Excellent customer service skills and a professional demeanor

Strong proficiency in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint) and Adobe Creative Suite (InDesign)

Minimum of 2 years of experience answering and managing a multi-line telephone system

Possess strong analytical skills with meticulous attention to detail and organization

Excellent oral and written communication skills

Ability to thrive in a fast-paced in-person office environment, effectively manage multiple projects simultaneously, and adapt to changing priorities and tight deadlines

Schedule: Monday - Friday (8:00AM - 5:00PM)

Compensation: $25.00 - $30.00 Hourly

We offer employees weekly paychecks (direct deposit), and upon eligibility we offer health insurance (Kaiser), accrued paid sick time (Oregon Paid Sick Leave), and a retirement option (OregonSaves).

Full-time