Real Estate Coordinator

Pienovi Properties, located in Portland's Pearl District, is an established residential real estate team at Windermere Realty Trust that specializes in luxury homes throughout Portland.

Pienovi Properties announces our search for that just-right full-time candidate to be our administrative, client and team support rock. We seek a licensed agent with work experience in the residential real estate industry who possesses both the personal wherewithal and skill to gracefully navigate the diverse needs of a client-centered, high volume team. You’re at ease on action packed days that require quick thinking and problem solving, and you also power through the more even keeled times of pure administration. Having a real estate license and/or experience in the industry is a plus. Unlicensed candidates should apply if you're willing to get your license within 120 days of hire.

The ideal candidate is ethical, reliable, smart and a highly engaged, self-starter who appreciates the opportunity to work in a macro-management environment. You’ll be offered support as needed and otherwise encouraged to work independently. You’ll be encouraged to regularly contribute suggestions for innovation of team systems and processes for further efficiency in delivering outstanding customer service within a high volume framework. Your eye to detail catches the tiniest typos or inconsistencies, yet you simultaneously understand time management, the big picture and when to move on to the next task. The Admin. Agent executes responsibilities in a highly professional manner while upholding the mission, values, and goals of Windermere, Inc. and of the Pienovi Team.

DISPOSITION (attributes you were born with and have continually developed)

• Strong interpersonal relationship and service skills, positive attitude; ability to interact positively in a fast‐paced environment;

• Good natured, even tempered, able to laugh off and learn from the speed bumps;

• Copes well w/ the spontaneous demands of a sometimes frenetic workplace;

• Ability to take initiative and be self‐reliant; proactive in anticipating and solving problems; demonstrated judgment and decision‐making abilities;

• Outstanding written, verbal and listening skills;

• Desire to learn, both from team members and by teaching oneself;

• Dependable in attendance with flexibility in work schedule to support project deadlines, events, and client and team demands;

• Adaptable to changing priorities and duties;

• Able to customize support in response to varying requests from team of diverse agents;

• Demonstrated high integrity; ability to maintain and manage confidential employee, partner, client and industry information;

• Ability to manage multiple tasks simultaneously within compressed timeframes;

• Ability to work both independently and collaboratively;

• Attention to detail, highly organized and systematic (even when frequently interrupted.

EXPERIENCE

• Work experience in, and understanding of, the residential real estate industry;

• Knowledge of principles and practices of organization, planning, records management, research, and general administration;

• Customer support command;

• Agile on either MAC or PC;

PRIMARY JOB RESPONSIBILITIES

Due to the nature of this position, job duties and responsibilities are subject to change based on the business and needs of the principals.

Listing Transaction Support

• Coordinate listing side documents through transaction close;

• Assist w/ preparing property for market;

• Coordinate RMLS, write property description;

• Coordinate signage;

• Coordinate lockbox and Sentrilock;

• Coordinate vendors;

• Create property brochure including copy writing and photo coordination;

• Coordinate & assist w/ showings, sometimes leading to extended hours;

• Manage property marketing & showing feedback;

• Assure property is show ready at all times;

• Manage documents through the offer process;

• Monitor transaction logistics;

• Coordinate transfer from seller to buyer;

Buyer Transaction Support

• Schedule buyer tours;

• Monitor transaction logistics;

• Interface w/ clients as requested by selling broker;

• Schedule & coordinate inspections;

Team Support

• Document, file and CRM management;

• Marketing Design & Implementation across print, event and digital media;

• Vendor relations, negotiations;

• Key liaison: receive guests; assist with queries/requests; direct calls; manage mail and email;

• Accounting/Bookkeeping. Coordinate and track:

• Appropriate distributions and payments from title company,

• Vendor payments.
• Manage client gifting;

• Coordinate travel;

• In addition to above overall team support, the Admin Agent works closely with Pienovi Properties president, Brian Pienovi to meet his additional executive assistant needs.

OTHER SPECIFIC SKILL REQUIREMENTS

• Software Applications

We understand that each work environment uses a variety of local & cloud applications and while we don’t expect fluency in 100% of our chosen apps on day one, we are looking for someone with a generally high software aptitude who is proficient in their own use and able to advise others on most of the programs we rely on:

• Google Docs, Drive, G-suite, and Gmail, Brivity, Zip Drive, DocuSign, Adobe Creative Suite, CloudCMA. Mailchimp, RMLS, SentriLock, Adobe (InDesign), all social media outlets i.e. Facebook (business), Instagram, YouTube etc.

SCHEDULE

Standard: Mon - Fri, 40hrs/week with fairly regular evening and occasional weekend communication obligations (minor, mostly) and the occasional requirement to physically attend after-hour showings, and open houses.

COMPENSATION

• $45,000 - $75,000;

• Health insurance coverage;

• 10-days paid time off in year one;

• Parking;

• RE licensing, continuing education and RMLS fees.

Job Type: Full-time

Pay: $45,000.00 - $75,000.00 per year

Benefits:

• Health insurance
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Monday to Friday
• Weekend availability

Supplemental Pay:

• Bonus pay

COVID-19 considerations:
The Windermere Realty Trust office requires masks to be worn, we have hand sanitizing stations and sign-in sheet for contact tracing.

Education:

• High school or equivalent (Preferred)

Experience:

• Customer service: 1 year (Preferred)

Work Location: One location