Transaction Support & Ops (Transaction Coordinator, Admin) — Portland Team

When people look at a successful real estate team, they usually see the agents on the billboards or the "Sold" signs in the yards. But anyone who actually works in this industry knows the truth: the agents are the engine, but the operations team is the steering wheel, the transmission, and the GPS.

We are looking for organized, driven professionals to join our Portland real estate group. Our market volume is steady, and the demand for high-quality service is higher than ever. To keep our agents doing what they do best—selling homes—we need a rock-solid "backbone" of support staff.

If you are looking for stability, a collaborative culture, and a role where your organizational skills directly impact the bottom line, we’d love to talk to you about our careers in Portland real estate.

Defining the Transaction Support and Ops Roles

While every team is structured slightly differently, we generally break our support division into two main lanes: Transaction Coordination (TC) and Operations/Administration. In a collaborative environment like ours, these roles often overlap, but the core focus differs.

The Transaction Coordinator is essentially the project manager for the deal. Once a contract is signed, the TC takes over. You are responsible for the entire contract-to-close lifecycle. That means tracking deadlines, ensuring compliance with brokerage rules, and making sure the escrow process doesn’t fall off the rails.

On the other hand, the Operations Manager or Admin role is often more front-facing regarding the business itself. This role handles listing management, which includes entering data into the RMLS, coordinating photographers, and managing our CRM database. It also involves onboarding new agents and keeping the office systems running smoothly.

Day-to-Day Responsibilities in the Portland Market

So, what does a typical Tuesday look like for our support team? It’s rarely boring, and it requires a deep understanding of how Oregon real estate functions.

If you are in the TC seat, you are living by the timeline of the OREF sale agreement. You aren't just filing paperwork; you are actively managing the critical milestones. This includes tracking the earnest money deposit receipts and ensuring the inspection period deadlines don't pass without a resolution.

In Portland specifically, we deal with local nuances that don't exist in other markets. You will likely be coordinating specific inspections that are common here, such as sewer scopes and radon testing, or checking for decommissioned oil tanks in older Eastside neighborhoods. You’ll be the central hub communicating with local title officers, lenders, and inspectors to keep everything on track.

Tech-wise, you need to be comfortable moving fast. Our stack typically relies on platforms like Dotloop or SkySlope for compliance, Follow Up Boss for our CRM, and of course, heavy daily use of RMLS. You are the person who solves the problems that pop up at 4:00 PM on a Friday, whether that’s a last-minute repair negotiation snag or an appraisal hurdle.

Why Build Your Career with a Portland Team?

You might be wondering why you should join a local team rather than freelancing or working for a massive big-box brokerage. The answer usually comes down to culture and stability.

We are building a team culture that is collaborative and supportive. We don't view operations staff as just "data entry" personnel; you are a vital part of the business strategy. When the team wins, you win. We provide coverage support because we believe you should actually be able to disconnect when you take a vacation—something that is very hard to do as a freelance TC.

There is also significant market stability here. With median home prices in the Portland metro area often hovering around $530K or higher, the transaction volume supports competitive salaries for support staff.

Finally, there is a clear path for professional growth. Many of our team members start in a general admin role, move into Transaction Coordination, and eventually step up to become a Director of Operations.

Compensation, Salary Ranges, and Benefits

We believe in being transparent about money because we want to attract professionals who treat this as a career, not a gig. Compensation varies based on experience and volume, but here is what you can generally expect in the Portland market.

For a Transaction Coordinator, base salaries typically range from $45,000 to $65,000. However, many compensation structures include per-file bonuses that can push total earnings significantly higher, especially for experienced TCs who can handle high volume without missing a beat.

For an Operations Manager, the range is typically $65,000 to $100,000+. This role commands a higher salary because it often involves managing other staff, overseeing the budget, and driving the strategic growth of the team.

Beyond the paycheck, we offer a full benefits package. This includes health insurance, a 401k with matching, and paid time off. We also invest in your skills with training stipends to keep you sharp. Naturally, candidates with an active license and years of experience will land on the higher end of these brackets.

Who We Are Looking For

We are looking for specific hard and soft skills that fit our fast-paced environment.

Regarding licensing, while it is not always mandatory for administrative roles, having an active Oregon Real Estate License is a massive advantage. Licensed TCs can legally negotiate repairs and draft addenda, which makes you infinitely more valuable to the agents you support.

Experience is also key. If you already know your way around OREF forms and can navigate RMLS without training, you are ahead of the pack. We value candidates who understand the geography of the city—knowing the logistical differences between showing homes on the Westside versus the Eastside matters.

In terms of soft skills, we need someone who is detail-oriented, bordering on obsessive. You need to be the calmest person in the room when things get stressful. A proactive communicator who picks up the phone rather than hiding behind email is exactly who we want to meet our operations team.

How to Apply

If this sounds like the kind of environment where you would thrive, we want to hear from you.

Please submit your resume and a cover letter detailing your relevant real estate experience. In your cover letter, please mention the specific transaction management software you are most proficient with. This small detail helps us see that you have paid attention to the requirements.

Our interview process typically starts with a phone screen to check for culture fit, followed by an in-person interview and a brief skills assessment to test your familiarity with real estate documentation.

Frequently Asked Questions

Do I need a real estate license to be a Transaction Coordinator in Portland?

While you can perform administrative duties without one, an active Oregon license is highly preferred for TCs. Without a license, you cannot legally explain contracts to clients or negotiate repairs, which limits the scope of support you can offer the team.

Is this a remote or in-office position?

Most of our operations roles are hybrid. While much of the deep work can be done from home, real estate is a relationship business that requires collaboration, so we value having our Portland real estate support staff in the office for part of the week.

What software does a Portland real estate ops team use?

We primarily use RMLS for listing data, and our transaction management is handled through platforms like Dotloop or SkySlope. Proficiency with a modern CRM like Follow Up Boss is also a strong requirement for our admin team.