Job Overview:
As the Executive and Operations Assistant you will act as the right hand to leadership. Your primary objective is to ensure nothing falls through the cracks, optimize the principal’s time, and keep the business running smoothly behind the scenes.
Schedule: Remote Full Time | Monday – Friday, 9:00 AM to 6:00 PM Eastern Time (Includes a 1-hour unpaid break)
Responsibilities
- Inbox Management: Triage the inbox every morning, draft routine email replies in the principal's voice, flag urgent items, and archive the noise.
- Calendar & Schedule Management: Schedule site visits, calls, inspections, and meetings. Prepare briefing notes before each meeting and prevent double-booking.
- Stakeholder Coordination: Persistently follow up with contractors, lenders, attorneys, architects, and inspectors until required answers and documents are secured.
- Municipal Liaison: Coordinate with NJ city offices and municipalities to track permit applications, file routine paperwork, and follow up with clerks and inspectors to keep projects moving.
- Bookkeeping Support: Assist with QuickBooks data entry, categorize transactions, match receipts, and organize financial records for the CPA.
- Process Documentation: Write Standard Operating Procedures (SOPs) as you learn the business to build a scalable operations playbook.
- Proactive Problem Solving: Spot potential issues or bottlenecks before they escalate, bring them to leadership’s attention, and recommend solutions.
Requirements
- Exceptional Communication: Excellent written and spoken English. You must be able to represent the company professionally to US-based vendors, lenders, and city officials over the phone and via email.
- Must be fluent in English and Spanish.
- Proactive Mindset: Ability to anticipate needs, fix broken processes without being told, and confidently share ideas for improvement.
- Advanced Organization: Proven ability to manage multiple projects, deadlines, and moving parts without letting details slip.
- Tech Fluency: Comfortable with Google Workspace (Gmail, Calendar, Drive), QuickBooks, CRM software, Dropbox, and communication tools (Slack, WhatsApp). Ability to learn new software quickly.
- Remote Infrastructure: A stable, quiet, and private professional workspace. Must have reliable home internet (no public WiFi) and a strict backup plan for power or internet outages.
Preferred Qualifications
- Industry Experience: Prior experience in US real estate, property management, or construction.
- Financial Experience: Basic familiarity or prior experience with QuickBooks and bookkeeping.
Independent Contractor Perks
- Permanent Work from Home
- Immediate Hiring
- Health Insurance Coverage for eligible locations
- Year-end performance-based bonuses.
Note
Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.
One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.
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