Executive Assistant / Real Estate Operations CoordinatorCompany Overview
We are a growing real estate and construction group involved in house flipping, residential development, remodels, investment properties, and related construction businesses. We move quickly, manage multiple projects at once, and need a highly organized, proactive person who can help keep the owner, projects, vendors, paperwork, schedules, and follow-ups on track.
This role is ideal for someone who is extremely organized, detail-oriented, resourceful, and comfortable working in a fast-moving entrepreneurial environment.
Position Overview
We are hiring an Executive Assistant / Real Estate Operations Coordinator to support the owner across real estate, construction, development, house flipping, and general business operations.
This person will act as the owner’s right hand by managing calendars, emails, tasks, vendor follow-up, project coordination, paperwork, deal tracking, errands, and communication across multiple active projects. The right person will not just wait for instructions — they will anticipate needs, follow up relentlessly, keep things organized, and make sure nothing falls through the cracks.
Key ResponsibilitiesExecutive Support
- Manage the owner’s calendar, meetings, appointments, reminders, and daily priorities
- Organize and manage email inboxes, texts, calls, notes, and follow-up items
- Create daily and weekly task lists and help keep the owner accountable
- Schedule calls, meetings, property visits, inspections, vendor appointments, and closings
- Coordinate travel, reservations, errands, and personal administrative tasks when needed
- Keep track of deadlines, commitments, and open loops across all businesses and projects
Real Estate & House Flipping Support
- Track active flips, remodels, listings, acquisitions, inspections, and closings
- Coordinate with agents, lenders, title companies, inspectors, appraisers, contractors, and vendors
- Help organize purchase contracts, closing documents, leases, insurance documents, invoices, and project files
- Maintain deal checklists from acquisition through renovation, listing, sale, or refinance
- Assist with property research, comparable sales, rent comps, listing details, and project notes
- Help track budgets, draws, timelines, punch lists, and project milestones
Construction & Development Coordination
- Follow up with contractors, subcontractors, suppliers, designers, architects, engineers, and city contacts
- Help schedule estimates, site walks, inspections, permit-related tasks, and vendor meetings
- Maintain project folders with photos, proposals, invoices, contracts, receipts, permits, and selections
- Track outstanding bids, change orders, invoices, approvals, and payments
- Communicate project updates clearly and consistently to the owner and team
- Help ensure project-related tasks are completed on time and documented properly
Administrative & Systems Management
- Maintain organized digital files in Google Drive, Dropbox, Monday.com, QuickBooks, or similar platforms
- Update CRM, project management software, spreadsheets, and task boards
- Create and maintain simple SOPs, checklists, templates, and recurring workflows
- Track recurring bills, subscriptions, insurance renewals, licenses, deadlines, and compliance items
- Help prepare reports, summaries, meeting notes, and project updates
- Coordinate with bookkeepers, accountants, attorneys, insurance agents, and other professionals as needed
Communication & Follow-Up
- Serve as a central point of coordination between the owner, internal team, vendors, agents, and outside partners
- Follow up consistently until tasks are complete
- Draft emails, texts, meeting summaries, and project updates
- Keep communication professional, clear, and organized
- Escalate urgent items quickly and help prioritize what needs the owner’s attention
Ideal Candidate
The ideal candidate is highly organized, sharp, proactive, and comfortable managing many moving pieces at once. They should be able to handle both professional and personal administrative tasks with discretion and urgency.
We are looking for someone who is dependable, detail-oriented, and willing to take ownership of the chaos that comes with real estate, construction, and entrepreneurship.
Qualifications
- Prior experience as an Executive Assistant, Personal Assistant, Operations Coordinator, Project Coordinator, Real Estate Assistant, or similar role
- Real estate, construction, development, property management, or house flipping experience is strongly preferred
- Strong organizational and follow-up skills
- Excellent written and verbal communication
- Comfortable coordinating with contractors, vendors, agents, title companies, lenders, and professional service providers
- Strong computer skills and comfort with tools like Google Workspace, Microsoft Office, Monday.com, QuickBooks, DocuSign, Dropbox, CRM systems, and spreadsheets
- Ability to manage confidential information with discretion
- Ability to prioritize, problem-solve, and work independently
- Must be reliable, responsive, and comfortable in a fast-paced environment
- Local to the Phoenix / Scottsdale area preferred
Personality Traits That Will Succeed
- Extremely organized
- Proactive, not reactive
- High sense of urgency
- Strong follow-through
- Detail-oriented
- Calm under pressure
- Resourceful
- Trustworthy and discreet
- Comfortable holding others accountable
- Willing to jump in wherever needed
Compensation
Compensation will depend on experience.
Expected range: $70,000–$90,000 base salary, with potential for performance-based bonuses.
For a highly experienced candidate with real estate, construction, or development experience who can operate as a true right hand, compensation may be higher.
Schedule
Full-time position. Some flexibility may be required based on project deadlines, closings, contractor schedules, and owner needs.
Location
Phoenix / Scottsdale, Arizona area.
This role may include a mix of office work, remote work, errands, property visits, and project-related coordination.
How to Apply
Please submit your resume and a short note explaining your experience with executive support, real estate, construction, project coordination, or operations.
Bonus points if you include examples of how you have helped an executive, business owner, or real estate professional stay organized and move faster.
Pay: $60,000.00 - $80,000.00 per year
Work Location: Hybrid remote in Scottsdale, AZ 85251
