Office Admin/Exec Assistant (HSI: Residential Real Estate Development)

Office Administrator and Executive Assistant Position

Full Time: 8:30 am – 5:00 pm (with 1-hour lunch break) Monday – Friday

Salary: $45,000 annually, paid bi-weekly

Healthcare Coverage Option: Premiums covered by H Smith. Florida Blue Individual PPO Plan ($3,500 annual deductible, 100% coverage after deductible), Guardian Dental and Vision

Vacation: 10 days (2 weeks) after 90 Days

Company Holidays: Easter Friday, Memorial Day, 4th of July, Labor Day, Thanksgiving (half day Wednesday, Thurs/Black Friday), Christmas Eve, Christmas Day, 3 days b/w Christmas/New Years, New Year’s Eve, New Year’s Day, 1 day used within the birthday month. (14.5 Days Total)

Job Description

This position will be expected to be highly detailed and task-driven to analyze operations, develop systems, and create efficiencies within the business and office.

This person will keep the office in a professional and orderly state daily, while providing comprehensive support to Nate and Hawley. This is a hybrid professional and personal support role; you will be a vital resource in optimizing the Principals' time by managing high-level business operations alongside a significant volume of personal tasks and local errands.

Hospitality is a priority for our company and a high focus for this individual. You will regularly host and interact with tenants, contractors, business partners, and other relationships on-site. Through daily work, this person will be exposed to and build experience discussing and reviewing contracts, deal terms, residential real estate development, property management, and family office operations.

Core ResponsibilitiesExecutive & Personal Support

· Comprehensive Assistance: Provide high-level support to the Principals for business execution, calendar management, and travel logistics.

· Personal Task Management: Handle a heavy volume of personal logistics, expense processing, deliveries, and local errands to streamline the Principals’ daily schedules.

· Meeting Preparation: Coordinate and prepare logistics, scheduling, and spaces for in-house meetings and events. (Note: You will primarily handle preparations and setup rather than attending the meetings yourself.)

Office & Administrative Operations

· Front Desk & Communications: Answer phones, route inquiries appropriately, and manage all incoming and outgoing mail and packages.

· Independent Work Environment: Maintain office operations seamlessly and confidently, understanding that you may frequently be working in the office by yourself.

· Office Management: Manage the physical office space, including maintaining supplies, equipment, and facilities, while ensuring a highly professional presentation for all visitors.

· Process Improvement: Proactively develop new systems and processes to improve overall office operations and efficiencies.

Project & Task Management

· List & Project Management: Maintain, track, and aggressively follow up on comprehensive company and project "To-Do" lists. You are expected to manage these lists and hold others accountable to deadlines, even if you are not executing the specific tasks yourself.

· Deadline Tracking: Keep calendars with key dates to assure deadlines are maintained and met, proactively notifying and reminding team members prior to those dates passing.

Property Management Support

· Remote PM Assistance: Act as the administrative liaison for our remote property manager. Duties include checking in on daily task logs, reviewing operational reports, auditing bills, and placing online material orders.

· Office Park Logistics: Assist our on-site team member with the day-to-day management, operational logistics, and tenant relations for the commercial office park we occupy.

· Real Estate Deal Support: Assist with job specific real estate deals within the company, representing company’s best interests.

Communication & Temperament

· Succinct Communication: Deliver important information to the Principals and team members briefly, clearly, and directly without unnecessary details.

· Professional Demeanor: Handle difficult conversations with tenants, contractors, or partners with courtesy and professionalism. Must be able to maintain a calm, level-headed, and drama-free demeanor under pressure.

· Records Management: Handle all correspondence with strict discretion and maintain physical and digital filing systems for efficient information retrieval.

Team Expectations

· Be highly hospitable and welcoming to all guests, tenants, and partners.

· Be a collaborative, team-oriented employee who is also highly capable of thriving independently.

· Support other team members and collaborate across departments as necessary to ensure the overall effectiveness and efficiency of the company.

Job Type: Full-time

Pay: From $45,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Ability to Relocate:

• Jacksonville, FL 32257: Relocate before starting work (Required)

Work Location: In person