Office Coordinator & Executive Assistant

Overview

We are seeking a high-capacity, "solutions-oriented" Office Coordinator & Executive Assistant to serve as the central hub of our fast-paced Real Estate Family Office. This is not a traditional "sit-and-answer-phones" role; it is a dynamic position that requires pivoting between high-level executive support, production task assistance, and facility management. The ideal candidate is a proactive problem-solver who can maintain a professional "front-of-house" presence while managing a complex "back-office" workload.

Core Responsibilities Front-of-House & Communication Management

· Strategic Gatekeeping: Manage a high volume of incoming calls, identifying client needs and directing them to the appropriate closing or clearance teams.

· Client Advocacy: Act as the first point of contact for inquiries regarding title bills, regulatory compliance, and search requirements; resolve basic issues to ensure senior staff can focus on high-level clearance.

· Workflow Triage: Manage incoming requests from partners and lenders, ensuring that communication is funneled through the correct departmental inboxes.

· Hospitality: Greet all visitors and coordinate the logistics for in-person title closings and notary signings.

Executive & Operational Support

· Onboarding & Recruitment Support: Facilitate the onboarding process for new Account Executives and staff, including preparing equipment, sending welcome packages, and tracking background checks.

· Data & Financial Coordination: Assist the Director with data collection for payroll transitions, insurance quotes, and the preparation of commission reports.

· Project Tracking: Update and maintain internal company trackers and databases to ensure all active files and licensing projects are current.

· Executive Administrative Support: Provide high-level support for leadership, including managing calendars, coordinating vendor calls, and handling confidential administrative tasks.

Facility & Property Management

· Office Operations: Conduct daily walkthroughs to ensure the facility is professional and "closing-ready." Manage conference room schedules and supply levels.

· Vendor Management: Act as the primary contact for building maintenance, cleaning services, and equipment vendors.

· Procurement: Proactively monitor and order all office, kitchen, and production supplies to ensure zero downtime for the staff.

· Rent & Admin Collection: Assist with administrative property tasks, including basic rent collection and facility calendar oversight.

Title Production & Technical Assistance

· Post-Closing Support: Assist the closing desk by breaking down national closing packages and prepping documents for recording.

· Software Integration: Help the team maintain data integrity within the title production software (Qualia), including troubleshooting field errors and assisting with new entity launches.

· Notary Services: Serve as a dedicated in-house Notary for all title closing packages and legal affidavits.

Required Skills & Qualifications

· Industry Experience: Prior experience in a Title Agency, Real Estate Law Firm, or Mortgage Lending environment is highly preferred.

· Technical Proficiency: Strong command of Microsoft Office (Excel/Outlook) and experience with title production software (e.g., Qualia, Ramquest, or similar) is a major plus.

· The "Solutions" Mindset: A proven track record of staying calm under pressure and approaching challenges with a "we don't have problems, only solutions" attitude.

· Extreme Organization: Ability to manage a "laundry list" of diverse tasks while maintaining strict attention to detail.

· Licensing: Must hold a valid Notary Public commission or be willing to obtain one within 30 days of hire.

Why Join Us?

We are a growing, fully compliant agency with a footprint in multiple states. We value cross-training, internal growth, and a team-first culture. If you are a high-energy professional who thrives in a "never-a-dull-moment" environment, we want to hear from you.

Pay: From $90,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off

Work Location: In person