Realtors Assistant Jobs in Oregon (NOW HIRING)

The Realty Technician provides comprehensive real estate and right-of-way support to supervisory and field realty specialists, focusing on land acquisition, land management, title review, and document preparation. This role combines detailed office-based work with occasional field activities to support property acquisitions, landowner interactions, and the accurate maintenance of land rights records in various realty information systems.

Responsibilities

• Process land use applications by using preliminary checklists, assigning case numbers, setting up cases in the Land Information System (LIS), conducting preliminary research, gathering maps, preparing Land Use Review Requests, and transmitting complete case files to the appropriate Realty Specialist.
• Support Realty Specialists with fee title, easement, and other acquisition documents, ensuring accuracy and completeness throughout the acquisition process.
• Verify legal descriptions for accuracy, consistency, and proper formatting across a variety of legal documents prepared by Realty Specialists.
• Draft land management, legal, and other real estate documents using established templates and processes, validate legal descriptions and formatting, and recommend template modifications for unique situations before specialist review and approval.
• Support Realty Specialists in mailing and obtaining Permission to Enter Property (PEP) forms for all project-related activities, ensuring proper documentation and tracking.
• Conduct real estate research on property ownership, land rights, property descriptions, zoning, and land use planning using multiple information sources, and create name and address lists for landowner notifications and PEP forms.
• Research and identify organizational property rights and private property ownership, gathering vesting documents, land use permits, engineering and survey maps, assessor’s plats, subdivision plats, and other property ownership information.
• Perform field work to support acquisition activities, including delivering documents for landowner signatures, conducting property inspections (such as crop damage assessments), documenting certificates of inspection and possession, and collecting field data as needed.
• Review title reports for project-related activities, verify that all necessary exceptions are included, add missing exceptions, ensure all title exceptions are correctly identified and tabbed, and respond to requests for additional documents.
• Request Survey Title Certificates for Preliminary Title Reports (PTR) and ensure all supporting documentation is assembled.
• Validate that legal instruments, Certificates of Inspection and Possession, PTR forms, signing authorities, trust documents, and death certificates are included and properly tabbed in PTR files; research and obtain any missing documents prior to sending files to Legal for review.
• Enter and update data in LIS and other required systems, maintaining accurate and current records of land rights, acquisitions, and case statuses.
• Review PTR files returned from Legal, identify and track questions or issues, assist Realty Specialists with issue resolution, and monitor files until resolution is complete, sending timely reminders as needed.
• Prepare and send legal documents for recording, including recording letters and mailing labels; maintain files until finalized recording is received, and update LIS and other systems accordingly.
• Prepare and deliver Notice of Rights Released (NORR) and Notice of Rights Secured documents, review them for accuracy and completeness, correct or research missing data, and prepare files for closing.
• Complete Land Rights Reviews using information from internal systems and external sources to confirm existing land rights and identify any gaps or issues.
• Prepare acquisition and closing packages, review them for clerical and formatting errors, and confirm that all required acquisition documents are included before closing.
• Work directly with applicants and property owners to obtain adequate information for land use applications, including conducting site visits, property owner meetings, and field research when required.
• Track and report the status of documents required for Department of Justice title review, ensuring timely submission and follow-up.
• Close acquisition and land management case files by purging completed files, updating and verifying information in LIS, preparing closing sheets, and sending files for review, audit, and final closing.
• Use a variety of tools and systems, including county web sites, LIS, ProjectWise, ApplicationXtender, eGIS, and other platforms, to complete research and process real estate transactions.
• Participate in process efficiency and quality improvement initiatives by providing input and recommendations for new or revised processes, procedures, and practices, and assist with implementing approved changes.
• Serve as a resource for other Realty Technicians by answering process and procedure questions, providing quality assurance and quality control reviews of documents and files, and offering cross-training support.
• Perform occasional notarization tasks in support of real estate transactions and documentation requirements.
• Receive, invoice, and process fees and payments related to leases and other real property transactions, and communicate with Realty Specialists and supervisors regarding expiring leases, new leases, and related issues.
• Use tickler systems to monitor payment needs or deficits, proactively communicate upcoming payment requirements, and ensure timely processing.
• Prepare and process payments by requesting or validating vendor codes, confirming accounting strings and work order details, determining payment types, and submitting payment requests in systems such as PeopleSoft, Asset Suite, IPAC, or escrow wire transfer platforms.
• Route payment requests to the appropriate Realty Specialist or authorized personnel for review and approval, and follow up to ensure completion.
• Answer telephone inquiries and respond to real estate questions from landowners, developers, public agencies, and utility companies regarding documented policies for proposed uses of rights-of-way, seeking guidance from supervisory staff when needed.
• Cross-train on other Realty Technician duties to provide occasional backup support across the realty function.
• Provide administrative support to management staff, including preparing and editing documents, letters, and memoranda using Microsoft Word and other Office products.
• Perform general office tasks such as copying, mail delivery, faxing, report collation, and document assembly to support realty operations.
• Prepare documents and maintain filing systems, files, emails, and records in accordance with compliance requirements, sharing and distributing documents only to personnel with a lawful purpose to know.
• Maintain all official records in alignment with Information Security and Information Governance & Lifecycle Management standards and procedures, and validate that records are accurately maintained for auditing purposes.
• Provide training for newly assigned personnel on right-of-way, land management, and acquisition processes and procedures, covering tasks from Realty Technician 1 through Realty Technician 3 responsibilities.
• Deliver situational training to establish proficiency for new staff, integrating training into normal work activities without requiring extensive additional resources.

Qualifications

• Approximately 5 years of property management, real estate, title review, or closely related work experience.
• Coursework or experience in real estate principles, practices, precedent cases, and the technical aspects of government real property procedures, rules, and regulations.
• Ability to understand and work with real estate documents such as warranty deeds, deeds of trust, mortgages, quit claim deeds, liens, property title reports, and assessor or treasurer property information reports.
• Professional knowledge of the principles, practices, techniques, and underlying concepts of real property services, including geospatial services, survey and mapping, real property field services, and realty support services, or experience coordinating projects that involve these services.
• Strong attention to detail and accuracy when reviewing legal descriptions, title reports, and real estate documents.
• Proficiency with Microsoft Word and other Microsoft Office products for creating, editing, and finalizing documents, letters, and memoranda.
• Ability to conduct thorough real estate research using county web sites, LIS, ProjectWise, ApplicationXtender, eGIS, and other information systems.
• Capability to manage multiple cases and tasks in a deadline-driven environment while maintaining high-quality documentation.
• Effective written communication skills, including the ability to draft clear, concise, and well-structured real estate and legal documents.
• Ability to work independently with minimal supervision while coordinating closely with Realty Specialists and other team members.
• Strong organizational skills for maintaining accurate records, filing systems, and compliance documentation.
• Ability to interact professionally with landowners, developers, public agencies, utility companies, and internal stakeholders.
• Basic understanding of accounting strings, vendor codes, and payment processing workflows in systems such as PeopleSoft, Asset Suite, IPAC, and escrow wire transfer platforms.

This is a Contract position based out of Portland, OR.

The pay range for this position is $29.00 - $35.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a hybrid position in Portland,OR.

This position is anticipated to close on Jul 31, 2026.

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