Administrative and Transaction Coordinator

Are you someone who can think ahead of others, anticipating what they might need before they even ask? Do you pride yourself on being organized and detailed in your work product? Are you interested in working at a commercial real estate office?

 

Well, you are in the right place! Apex Real Estate Partners is looking for an Administrative and Transaction Coordinator to join our team in Portland, OR.

 

Key Details:

• Pay: $25.00-$29.00/hour DOE
• Benefits: Employer-paid health insurance for employees, dental, PTO, 401k with safe harbor matching, parking pass, onsite gym, stocked kitchen, and open-concept office environment
• Schedule: IN OFFICE, M – F, 8 – 5, with occasional evening or weekend needs
• Location: 415 NW 11th Ave, Portland, OR 97209

 

About Apex: Established In 2004, Apex Real Estate Partners is the largest Portland-based, minority-owned, full-service real estate brokerage firm with brokers licensed in Oregon and Washington.​ Apex is an MBE, COBID, and JUST-certified company whose reputation has been built on the integrity of its people and our services. In the greater Portland and SW Washington metro areas, Apex is a leader in sustainable business practices in leasing, development, and redevelopment projects, and has been involved in buying and selling some of the most distinguished properties for our clients.

 

To learn more, check out our website: https://apexcre.com/

Who you are: We're seeking a proactive individual who thrives in a fast-paced environment and enjoys tackling a variety of tasks. As the Administrative and Transaction Coordinator, you'll play a pivotal role in maintaining office operations and providing essential support to our brokers.

 

Responsibilities include:

Transaction Coordinator (75% of time)

• Coordinate and schedule property inspections, open escrow with title companies, and manage transaction timelines
• Organize due diligence documents and assist with drafting listing agreements and transaction coordination
• Review contracts, leases, and agreements for completeness and accuracy
• Collaborate with brokers and clients to ensure all transaction documents are properly handled and deadlines are met
• Cross-check work completed by other professionals to ensure accuracy and proper completion
• Create marketing materials such as Tour Books and flyers, and update RMLS listings
• Support broker-client relationship management and take meeting minutes as needed

 

Administrative Coordinator (25% of time)

• Manage front desk operations including answering phones, handling mail distribution, coordinating Zoom meetings, and maintaining lobby screen calendars
• Provide general office support such as maintaining office and kitchen supplies, troubleshooting equipment, and supporting conference room setup and cleanup
• Assist with administrative tasks including tracking broker license renewals, updating the Broker Ranking board, and compiling prospect reports
• Format presentation materials, conduct research, support special projects, and perform various administrative duties as needed
• Input and maintain data in CRM systems to ensure accurate tracking and team visibility

 

Qualifications:

• Minimum of high school diploma or equivalent, some college course work preferred
• Minimum of 2 years of experience working in an administrative supportive role in a professional office setting
• Minimum of 1 year of experience working in a R