Office Administrator

Job Title: Office Administrator – Salem Office
Company: Coldwell Banker Mountain West Real Estate

Position Overview
Coldwell Banker Mountain West Real Estate is seeking a highly organized, energetic, and service-oriented Office Administrator to support our Salem office. This is a full-time position and a key role within the company, serving as the central hub of daily office operations. The Office Administrator will be the face of the front desk, welcoming clients, supporting agents, and helping ensure the office runs smoothly, efficiently, and professionally.

This role requires someone who is detail-oriented, technologically proficient, and dependable, with the ability to manage multiple responsibilities in a fast-paced real estate environment. The ideal candidate will have experience in the real estate industry and be comfortable assisting agents with administrative tasks, MLS input, spreadsheets, and general office coordination.

Candidates with an active real estate license are strongly encouraged to apply. Licensed candidates may have the opportunity to expand their role into transaction coordination responsibilities, providing additional support to agents and increasing earning potential within the position.

We are looking for a positive and engaging individual who takes pride in maintaining an organized, professional, and welcoming office environment, including keeping shared spaces clean and presentable for clients, agents, and staff.

Key Responsibilities

• Serve as the primary front desk representative, greeting clients, answering phones, and assisting agents and visitors in a professional and welcoming manner.
• Provide administrative support to agents and office leadership.
• Perform data entry and document management, including spreadsheets, Excel files, Google Docs, and MLS input.
• Assist with transaction coordination tasks, including document organization, file compliance, and transaction room management when needed.
• Maintain organization of office files, records, and internal documentation.
• Utilize office technology platforms including Outlook, Gmail, Slack, Trello, Excel, and Google Workspace.
• Work with real estate transaction platforms such as DocuSign, ZipForms, MLS systems (including WBMLS), and transaction room software.
• Assist in coordinating office meetings, training sessions, and company events.
• Order and maintain office supplies to ensure the office remains well-stocked and organized.
• Maintain a clean and welcoming office environment, including keeping the lobby, kitchen, bathrooms, and common areas clean and presentable throughout the week.
• Provide basic marketing support, including familiarity with social media platforms such as Facebook.
• Open and close the office independently as needed and ensure the office is secure.
• Communicate effectively with agents, staff, and leadership to support daily operations.

Qualifications

• Previous office administration or office management experience required.
• Real estate industry experience strongly preferred.
• Active real estate license is a strong plus and may allow for expanded responsibilities and additional earning opportunities through transaction coordination support.
• Strong computer and technology proficiency, including:
• Microsoft Excel
• Google Docs and Google Workspace
• Outlook and Gmail
• Slack
• Trello
• Experience with real estate software platforms such as:
• DocuSign
• ZipForms
• MLS systems (WBMLS preferred)
• Transaction management or transaction room systems
• Excellent organizational and multitasking abilities with strong attention to detail.
• Professional communication and phone etiquette.
• Ability to work independently and manage multiple priorities.
• Comfortable maintaining a clean and organized office environment.
• Experience assisting with event coordination or office meetings is a plus.
• Bilingual candidates strongly encouraged to apply.
• Responsible, dependable, and capable of opening and closing the office independently.

Ideal Candidate

The ideal candidate is organized, tech-savvy, proactive, and personable, with a natural ability to keep systems, people, and processes running smoothly. This role is perfect for someone who enjoys being the central support person in a busy real estate office, helping agents succeed while maintaining a professional and welcoming workplace.

Licensed candidates who enjoy the operational side of real estate may also have the opportunity to grow into expanded transaction coordination responsibilities and take on a larger role within the office over time.

Pay: $19.00 - $22.00 per hour

Benefits:

• Paid time off

Work Location: In person

Salary : $19 - $22