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