Executive Assistant and Transaction Manager

3 weeks ago

Santa Rosa Beach, United States Engel & Völkers 30A Beaches Full time
Job Title: Executive Assistant and Transaction Manager

We are seeking a highly organized and detail-oriented Executive Assistant and Transaction Manager to support our owner across various business operations and oversee real estate transactions.

Responsibilities:
  • Provide high-level administrative support to the owner, including managing correspondence, creating LLC agreements, handling state filings, and submitting annual reports.
  • Assist with establishing new business ventures by setting up websites, bank accounts, email accounts, and other essential components.
  • Serve as the main point of contact for employees, clients, and external partners, facilitating seamless communication and coordination.
  • Coordinate complex travel arrangements, manage business and personal correspondence, and maintain calendars.
  • Plan and coordinate personal events, such as medical appointments and dining reservations.
  • Perform bookkeeping tasks, including accounts payable/receivable, financial reporting, and budget management.
  • Support tax preparation by gathering necessary documents and working with accountants and CPAs.
  • Manage development orders for investment projects from inception to completion.
  • Prepare detailed expense reports and oversee employee PTO tracking.
  • Handle recruitment tasks, such as crafting job ads, screening resumes, conducting interviews, and assisting with onboarding.
  • Manage personal assistant duties, including running errands and overseeing residential property management.
  • Coordinate with vendors and service providers to ensure optimal property management and maintenance.
  • Oversee all aspects of real estate transactions, from contract initiation to closing, ensuring compliance with regulations and deadlines.
  • Coordinate property inspections and facilitate communication among buyers, sellers, title agents, and other key stakeholders.
  • Manage logistical elements, including ordering signage and preparing marketing materials, to maximize property visibility.
  • Track and maintain detailed sales records, providing insights for performance evaluation and strategic planning.
  • Utilize Dotloop or similar software to manage and streamline document workflows, ensuring accuracy and prompt completion.
  • Support agents with the preparation and submission of offers, counteroffers, and amendments, ensuring all documents are compliant.
  • Maintain a high level of customer service by addressing client inquiries and resolving issues throughout the transaction process.
Qualifications:
  • Proven experience as an executive assistant and transaction manager, or in similar roles.
  • Exceptional organizational skills and attention to detail.
  • Excellent communication and interpersonal skills.
  • Ability to multitask and prioritize in a fast-paced environment.
  • Proficiency in Microsoft Office Suite and Dotloop or similar transaction management software.
  • Experience in bookkeeping and financial management is a plus.
  • Knowledge of real estate operations, property management, and vendor coordination.
  • Ability to handle sensitive and confidential information with discretion.
About Company
  • Competitive salary and performance-based incentives.
  • Opportunity to work with a diverse portfolio of businesses and a top-performing real estate team.
  • Professional growth and development opportunities.

Please contact for details.

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