Operations Coordinator

Portside Real Estate Groups is seeking a detail-oriented, proactive Brokerage/Operations Coordinator to help streamline our daily operations, support our growing team, and keep our systems running smoothly. The ideal candidate brings a strong work ethic, flexibility, and the ability to stay calm and organized as priorities shift.

This role requires exceptional attention to detail, a strong operational foundation, and a genuine commitment to continuous learning. We’re looking for someone who communicates clearly—both verbally and in writing—takes initiative, anticipates needs, and consistently demonstrates a high standard of accuracy and excellence in every task.

Responsibilities

Office Administration & Management

• Office Upkeep: Keep office spaces tidy, organized, and inventory stocked.
• Mail & Logistics: Manage the processing of incoming and outgoing mail. Distribute incoming materials promptly and ensure the timely dispatch of outgoing mail. 
• Storage Management: Organize company storage spaces and supplies efficiently.

Reception & Communication Support

• Front Desk: Greet Agents and Clients in the Falmouth office with professionalism.
• Reception: Answer incoming telephone calls, recording accurate and detailed messages.
• Email Management: Monitor and triage the company general email inbox.
• Confidentiality: Handle sensitive information with the utmost discretion and confidentiality.

Calendar & Project Coordination

• Calendar Management: Help manage company office calendars and book conference rooms for internal and external meetings.
• Event Coordination: Assist with coordination and logistics for special company events and projects.
• Meeting Support: Help coordinate agent meetings with staff (scheduling, room setup, material preparation).
• Deadline Tracking: Track key operational deadlines and project progress, providing timely reminders.

Agent & Staff Support

• Onboarding: Assist with the smooth onboarding processes for new agents.
• Licensing: Track and maintain records of agent licensing status to ensure compliance.
• Personalized Coordination: Coordinate errands, client gifting, and personal note correspondence.
• Reporting: Pull sales statistics monthly to support management reporting.

General Support 

• Ad-Hoc Tasks: Perform additional tasks as requested, including document editing, note taking during meetings, file organization, and other duties as needed.

Requirements:

• Excellent written and verbal communication
• Advanced knowledge of Google Workspace tools, including Docs, Sheets, and Drive
• Exceptional organizational and multitasking skills
• Able to stay organized and handle multiple tasks efficiently in a fast-paced environment
• Excels in a supportive position focused on enabling others to achieve the overall mission
• Looking for a candidate who brings a professional, upbeat, and positive attitude
• Strong team player who works effectively with team members at all levels
• Experience in the real estate industry, is a plus

How to Apply: Please provide a resume and brief cover letter in addition to answering the following 3 questions. 

1. Describe a situation where you helped a team member succeed. What was the outcome?
2. How about: Describe your system for prioritizing a large volume of tasks ensuring important deadlines are met?
3. Describe your previous role in office administration or support roles?

Pay: $22-$24/hour

Hours: 30 hours/week

Contact:

Jessica Nason

jnason@portsidereg.com