Operations Administrator

Job Title:

Executive & Operations Administrator

Employment Type:

Part time to start with plan to become full time

Location:

Grand Rapids

We are seeking a highly organized and proactive Operations Administrator to serve as the backbone of a growing real estate business. This individual will split their focus between accelerating the growth of the real estate sales business (75%) and managing the operational logistics of a rental property portfolio (25%). The ideal candidate is a master of systems, a clear communicator, and a problem-solver who can handle everything from client lead management to vendor maintenance coordination.

• Systems Management:
  Build, implement, and maintain office systems for lead generation tracking, CRM database management, and client follow-up.
• Executive Support:
  Manage the Lead Agent’s calendar, prioritize incoming communications, and act as a professional liaison between the agent and high-value clientele.
• Marketing & Brand Growth:
  Create and distribute marketing materials (flyers, brochures) and maintain a consistent social media presence to attract new buyers and sellers.
• Customer
  
  Experience:
  
  Deliver "concierge-level" service by addressing client questions, scheduling inspections, and coordinating closing gifts.

• Tenant Communications:
  Serve as the primary point of contact for tenants regarding lease renewals, rent collection inquiries, and general concerns.
• Vendor Management:
  Coordinate with contractors (plumbers, electricians, cleaners) to ensure timely maintenance and repairs for rental units.
• Maintenance Oversight:
  Monitor property conditions, place work orders, and follow up with tenants to ensure repairs are completed to standard.
• Administrative Compliance:
  Maintain accurate records of leases, tenant correspondence, and payment histories.

• Experience:
  
  Experience in administration, real estate, property management, or high-level executive support are all preferred but not required.
• Communication:
  Exceptional written and verbal skills; must be comfortable talking with vendors and managing difficult tenant conversations.
• Tech Savvy:
  Proficiency in Microsoft Office/Google Workspace, CRM systems, and property management software.
• Organizational Mastery: A "nothing falls through the cracks" mentality with the ability to manage multiple projects and deadlines simultaneously.
• Licensing:
  Real estate license is not required but would be preferred.

• Professional Growth:
  Opportunity to grow and scale with the business