About Us
Downsizing With Hart helps older adults and their families navigate one of the most significant transitions of their lives — downsizing and relocating. Under that umbrella we operate a senior move management company, a real estate brokerage, and an educational speaking practice serving Western North Carolina and beyond.
The demand for what we do is real, the work is meaningful, and we are building the team and infrastructure to meet the need. For many of our clients, this is one of the hardest things they have ever done, and our job is to make it manageable. We are growing. This hire is a direct investment in that growth—bringing on the right person to help us operate at the level our clients deserve.
The Role
This role is the operational foundation of Downsizing With Hart—it requires strong communication and follow-up, the ability to build and improve systems, and the judgment to manage day-to-day operations with increasing independence. The right person is both a sharp proofreader and a capable operator — comfortable moving between close document work and broader business coordination.
The measure of this position is straightforward: routine work gets done on time without things falling through the cracks, follow-up happens before it is asked for, and anything within our control never becomes a last-minute emergency.
This role is titled Manager because that is the level it needs to reach––making decisions, owning outcomes and reporting results rather than seeking approval at every step. The path from doing the work to managing it should be short for the right person.
Responsibilities
Document Accuracy & Contract Review
- Review all outgoing contracts, documents, estimates, and other communications for accuracy — verifying that data matches what is on file and that nothing is missing or inconsistent
- Proofread documents across all three businesses before they are sent, signed, or filed — catching errors in names, dates, figures, terms, and details
- Maintain accurate, organized client and transaction records and flag any discrepancies between documents and files
- Build and maintain a review checklist for each document type so that nothing is skipped and the standard is consistent regardless of who prepared the document
Communication & Follow-Up
- Answer incoming calls, assess what clients need, and determine the right service or next step — this requires reading people and exercising judgment, not just working from a script
- Manage the owner's inbox — sort, prioritize, draft responses, handle what falls within your judgment, and surface only what genuinely requires the owner's attention
- Own follow-up — with clients, team, vendors, and contractors — to confirm that commitments are being met and timelines are on track
- Identify patterns in client communication that point to a process gap or service experience issue and bring a proposed fix
Systems & Improvement
- Learn all software in use across the three businesses and operate each competently
- Identify inefficiencies and bottlenecks in how the businesses operate — and bring proposed solutions, not just observations
- Build and document repeatable workflows, SOPs, and checklists that reduce the owner's involvement in routine decisions over time
- Conduct research on tools, vendors, ideas, and operational questions as directed — and deliver findings with a clear recommendation
Qualifications
Required
- Demonstrated experience in operations, administration, or executive support with evidence of real responsibility and independent judgment
- Exceptional attention to detail in written documents — someone who catches a transposed number, a mismatched name, or an inconsistent date without being asked to look for it
- Experience reviewing or proofreading contracts, agreements, or other detail-sensitive documents
- Proficient in Google Workspace — Gmail, Drive, Docs, Sheets, and Calendar
- Strong written and verbal communication — you will represent these businesses in writing and by phone
- The ability to read a situation, make a sound call, and act in the best interest of the business and client
- Learns new tools quickly with minimal guidance
Preferred
- Background in senior services, elder care, or relocation management
- Experience directly supporting a small business owner or entrepreneur
- Background in process improvement, project management, or systems design
- Experience supporting speakers, educators, or event-based programming
Is This You?
- You notice errors that other people walk right past — and you fix them without being asked
- You are the kind of person who follows up before being asked and confirms before assuming
- You have managed someone else's operations before and left them in better shape than you found them
- You see a process gap and bring a solution — not just a flag
- You have a genuine interest in serving older adults and their families, or a personal connection to this kind of work
- You want a role where how far and how fast you grow depends on what you do, not how long you have been there
How to Apply
Submit a resume and a 2-3 minute voice message addressing the three points below. Record your message (a voice memo on your phone is fine—we are looking for content not production quality), upload it to Google Drive, set the sharing permissions to “anyone with the link”. Email your resume as an attachment and your voice message link in the body of the email to [email protected].
- Tell us about your connection to older adults going through life transitions—personally or professionally—and why this work appeals to you.
- Tell us about a specific time your attention to detail caught an error or inconsistency that would have caused a problem if it had gone unnoticed.
- Describe a time you had to make a judgment call without being able to check with your supervisor first – what did you decide and why?
Applications are reviewed on a rolling basis. Strong candidates will be contacted for a phone screen.
Pay: $21.00 - $24.00 per hour
Benefits:
Work Location: Hybrid remote in Hendersonville, NC 28791
