Office Administrator (Real Estate)

Office Administrator (Real Estate) Bisnow - 4.4 Houston, TX Job Details Full-time $50,000 - $65,000 a year 16 hours ago Benefits Health insurance Dental insurance Paid time off Vision insurance 401(k) matching Qualifications Website maintenance Website management Microsoft Excel Maintaining an organized workspace Microsoft Outlook Operations management WordPress Vendor management Phone communication DocuSign Catering Facilities management Greeting customers Executive administrative support Mid-level Event vendor coordination High school diploma or GED Invoice payment processing Organizational skills Microsoft Teams Clerical experience Office management Guest services Associate's degree Communication skills Adobe Acrobat File organization Kitchen organization Full Job Description Our SelectLeaders client is seeking an organized and proactive Office Administrator to serve as the operational backbone of our Houston headquarters. This is a highly visible role in a small, fast-moving team — you will interact with principals, outside partners, and vendors daily, and your attention to detail and reliability will directly support IDV's ability to execute on a $1.5B+ development pipeline. This role blends traditional office management responsibilities with transaction support duties — including DocuSign coordination, document routing to title companies and lenders, and accounts payable entry. The right person is resourceful, professional, and takes genuine ownership of the office environment.

Job Responsibilities Office Operations:

Manage day-to-day office operations including supplies, vendor coordination, and facilities upkeep. Maintain a professional and organized office environment at Millennium Tower.

Executive & Team Support:

Provide administrative support to principals and team members including scheduling, correspondence, phone and email management, and preparation for internal and external meetings.

Guest & Front Office Experience:

Greet incoming guests and visitors professionally. Serve as the first point of contact and ensure a polished front-office experience consistent with IDV's brand.

Transaction Coordination Support:

Coordinate DocuSign setup and routing for all staff. Support the transactions team by facilitating document signing and routing executed agreements to the appropriate parties — including title companies and lenders.

Document Management:

Maintain accurate and well-organized filing systems (digital and physical). Manage incoming and outgoing communications including mail, overnight packages, and courier coordination.

Accounts Payable:

Enter accounts payable as available; assist with invoice tracking and vendor payment coordination in support of the finance function.

Website Management:

Maintain and update the IDV website as needed, coordinating with leadership on content and branding.

Hospitality & Events:

Coordinate Monday staff lunches and catering for meetings upon request. Maintain the conference room and staff kitchen to a high standard.

Ad Hoc Projects:

Support internal projects and requests from leadership as they arise. Bring a problem-solving mindset and flexibility to a lean, entrepreneurial team. Qualifications 1-3 years of administrative, office management, or operations support experience. High school diploma required; associate degree or higher preferred. Proficiency with Microsoft Office Suite — Outlook, Word, Excel, and Teams — required. Experience with DocuSign or similar e-signature platforms. Familiarity with Adobe Acrobat and digital file management. Strong organizational skills with exceptional attention to detail and confidentiality. Professional written and verbal communication skills — comfortable corresponding with lenders, title companies, and outside partners. Self-starter who takes ownership of their environment and anticipates needs without being prompted. Preferred Skills Prior experience in a real estate, development, legal, or financial services office environment. Familiarity with transaction coordination processes — document routing, closing timelines, title and escrow communication. Experience with basic accounts payable entry or vendor invoice management. Experience managing or updating a company website (WordPress or similar CMS). Comfort in a fast-paced, small-team environment where priorities shift and initiative is valued. Competitive base salary and discretionary year-end bonus Comprehensive medical, dental, and vision insurance 401(k) with employer match Minimum 15 days PTO plus professional development allowance High-visibility role in a lean, successful team — your work directly supports a $1.5B+ active pipeline A professional, well-appointed office environment at Millennium Tower in Houston's Energy Corridor Collegial, collaborative team culture with access to firm leadership We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.