Executive Administrative Assistant

About Company:

- Experience (preferred or required):_
- HS Diploma required and Bachelor’s degree preferred
- 2+ years of phone or call center experience preferred
- Highly organized, ability to follow processes, great communication skills required
- Technology driven & ability to learn quickly required
- Strong working knowledge of Google Docs and MS Office including Word, Excel, Outlook, and PowerPoint
- Transaction Coordinator experience
- Project Management
- Essential Duties and Responsibilities:_

Operations/Project Management
- Provide administrative support to the CEO/COO with daily tasks and manage all calendars/meeting schedules
- Act as gatekeeper for CEO/COO schedules and their time
- Manage transaction process (further description below)
- Responsible for opening mail, paying bills, and filing paperwork
- Manage subscription accounts, insurance, office supplies
- Assist in hiring / recruiting as needed
- Manage all utilities for office and properties
- Order appliances for rehab projects as needed
- Help Schedule contractors to complete work needed at projects
- Inspect and walk through properties before, during, after project to track progress

Transactions
- Work closely with sellers, buyers, and title agents to coordinate all real estate transactions involving Heels Homes from beginning to end
- Manage all documentation of each transaction
- Initiate and review title searches with title companies
- Ability to use CRM (Podio) daily to update files and stay on task until deals are closed
- Schedule photos, inspections and any other walk through, meetings, and or appointments with sellers, buyers, title agents, mobile notaries, property runners, etc.
- Assist in negotiating/overcoming property liens and other title roadblocks
- Communicate and maintain rapport with the sellers, buyers and title agents
- Coordinate all lending docs required for closings

Property Management (Rentals)
- Maintain Rental spreadsheets and track all utilities to ensure bills are being paid by tenants
- Manage marketing rentals on things such as Zillow, craigslist, marketplace, groups, and more
- Ensure all rentals are rented, marketed appropriately, and leased
- Willing to learn and understand all legal docs including but not limited to leases, loans, evictions, and operating agreements
- Mange Filing Process for each property, taxes, water bills, etc.
- Manage contractors and tenant requests in a timely manner

Miscellaneous
- Help with printing, archiving, organizing, decorating, booking flights/hotels, running errands, editing documents, developing presentations, etc.
- Willing to learn the industry and help us maintain and grow our marketplace position
- Attend business meetings and trainings as required
- Perform other administrative tasks and special projects as assigned
- Position Requirements and Skills:_
- Must have business and/or sales experience (with a proven track record)
- Must be ambitious We’re looking for a real “Go-Getter” who wants to serve and add value
- Lives out our core values - Faith, Integrity, Teamwork, Respect, Commitment, Growth
- Possess the ability to connect with a variety of personalities
- Research and development skills to improvement processes
- Extremely strong phone skills; ability to set and close appointments over the phone
- Ability to use or quickly learn real estate specific CRM and marketing/lead technologies
- Be a team player who thrives working with a tight-knit company where their activities directly affect the bottom line
- Ability to perform intermediate tasks in the Google Docs and/or MS Office Suite (Word, Excel, PowerPoint)
- Outstanding written, grammar, & verbal communication skills with ability to interact with all levels of an organization
- Must possess excellent problem solving and planning skills
- Excellent time management skills and ability to adhere to schedules/deadlines
- Self-motivated and results driven with proven ability to succeed
- Ability to work some nights and weekends
- Enthusiastic about providing best possible customer service for clients and customers
- A role up your sleeves, and all hands-on deck mentality to cross functional tasks and assignments
- Strong relationship management and the ability to drive multiple tasks to completion successfully
- Resourceful team player and a positive “can-do” attitude
- Ability to work in a fast-paced environment
- Negative pre-employment drug screen and ability to pass criminal background check
- Good attendance record
- Limited travel as required