Executive Assistant / Office Manager

Our client is a general contractor who builds luxury single family homes and structures for clients. They help in the design process from day one, all the way to final completion and occupancy for the new homeowners. They also invest and develop multifamily & industrial real estate. Reaching out to sellers off market to acquire and redevelop properties to provide exceptional returns for their investors and their company.

Key Responsibilities:

1. Email Management:

• Organize and categorize emails.
• Monitor and prioritize incoming emails, especially bills and important communications.
• Follow up on emails or items that require responses.

• Coordinate and schedule appointments, meetings, and events.
• Create Google Calendar events with detailed information.
• Ensure sufficient time allocation between appointments and meetings.
• Manage personal and professional calendars, avoiding conflicts and overbooking.

• Assist in scheduling and coordinating communication with clients & teams.
• CC on important emails to facilitate scheduling and follow-ups.
• Provide updates and summaries of communications as necessary.

• Keep track of tasks and pending emails requiring action.
• Remind and prioritize tasks and deadlines.
• Emphasize important tasks and meetings over less critical ones.

• Input and save bills for projects using Buildertrend, Excel, and Google Drive.
• Submit RFPs to clients and manage lien waiver requests.
• Send bid requests, drawings, and invoices as needed.
• Follow up on outstanding emails related to projects.
• Creating SOPs for current and new tasks

• Schedule repairs for rental properties and respond to tenant inquiries.
• Send bills and any notices to tenants
• Facilitate follow-ups with property owners and maintain contact records.
• Assist in finding owner contact information as required.

Requirements

• Proven experience as a Personal Assistant/ Office Manager or similar role.
• Proficiency in email management and calendar coordination.
• Experience with Microsoft Excel/Google Sheets for data organization and analysis.
• Familiarity with Google Drive, Google Calendar, and email platforms.
• Familiarity with project management tools such as Asana for task tracking and collaboration.
• Excellent organizational and multitasking abilities.
• Strong communication and interpersonal skills.
• Attention to detail and problem-solving skills.

Benefits

• Client Relationship: You will be directly working with the client. This means that you will communicate with the client, provide services, and address any client-related matters independently.

• Payment: All payments for your services will be handled directly by the client. Elevate and Delegate is not involved in processing your payroll. Your salary will directly go to you.
• Vacation Leaves and Holidays: While we may have recommendations or guidelines regarding vacation leaves and holidays, the decision is entirely at the discretion of the client. You are expected to align your schedule with the client's business needs and any specific policies or preferences they may have in this regard.

Salary: $1000 - $1400 / month

Schedule: CST office hours