Administrative Support Coordinator at Oregon

REALTORS

® Administrative Support Coordinator at Oregon

REALTORS

® in Keizer, Oregon Posted in about 4 hours ago.

Type:

full-time Position Summary The Administrative Support Coordinator provides essential operational and office support to the Oregon

REALTORS

® team. This individual serves as a reliable resource for administrative tasks, filing, records management, and general office coordination.

Primary Duties & Responsibilities General Administrative Support:

• Provide day-to-day administrative assistance to staff across departments as directed by the CEO and Executive Governance Manager.
• Manage physical and electronic filing systems, ensuring documents are organized, current, and easily retrievable.
• Assist with document preparation, formatting, printing, and distribution for internal and member-facing materials.
• Support the preparation and assembly of materials for board meetings, committees, education programs, and events.
• Assist with data entry, database updates, and records maintenance to support operational accuracy.
• Handle incoming and outgoing mail, including PO Box retrieval, sorting, and distribution.
• Manage supply inventory and coordinate orders to ensure the office is consistently stocked.
• Provide support on other duties as assigned.

Office Operations & Front-Office Support:

• Provide front-office coverage as needed, including answering phones, greeting visitors, and ensuring a welcoming and professional environment.
• Assist with maintaining common areas, kitchen, workroom, and conference/training rooms in an organized and presentation-ready condition.
• Accept and log deliveries on behalf of the organization and tenants; coordinate timely pickup.
• Support conference room and training room set up and coordination for meetings and events.
• Assist with printer, copier, and postage meter maintenance and basic troubleshooting.

Member & Event Support:

• Assist members with website navigation, portal access, and payment questions under the guidance of program staff.
• Support the Education department in assembling class materials and preparing for training sessions.
• Assist with event preparation, including logistics, materials, name badges, and on-site support as needed.
• Maintain inventory of branded items and member gift materials. Required Qualifications
• Strong written and verbal skills
• Excellent interpersonal and communication skills - professional, warm, and member-service oriented.
• Strong organizational skills and a proactive approach to identifying and addressing operational needs.
• Ability to stay focused on primary responsibilities while accomplishing major tasks under the pressure of urgent matters arising regularly
• Strong attention to detail and commitment to accuracy in all tasks.
• Ability to work with all departments, staff and members in a professional manner at all times.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook), Internet (varied browsers), LastPass, Asana (project management), and Zoom.
• Reliable, dependable, and able to work independently with minimal supervision. Preferred Qualifications
• Prior administrative or professional office experience.
• Experience in a trade association, nonprofit, or member-based organization.
• Familiarity with basic filing systems, records management, and office workflow.

Work Environment:

This is an in-office position. Standard hours will be scheduled within the Association's normal business hours. This position is not eligible for remote work.