Executive Assistant Office Manager
hace 17 días
Waco
Job Description POSITION OVERVIEW The Office Coordinator & Executive Assistant is one of the most important hires Onward will make. Not because of the tasks on the list — but because of what this person represents every single day. This is the voice that answers when a client calls nervous about their first home. The face that greets every agent, vendor, and visitor who walks through the door. The energy that sets the tone for the entire office. We need someone who brings warmth, professionalism, and genuine enthusiasm to every interaction — someone who makes people feel like they called the right team. On the operational side, this role serves as the right hand of the Director of Sales — managing calendars, owning the inbox, coordinating communications, and handling the wide range of field and administrative tasks that keep a fast-moving team running without friction. If you are organized, upbeat, people-obsessed, and ready to be the heartbeat of a growing real estate team — this role was built for you. WHO WE'RE LOOKING FOR Before anything else, we are looking for someone with the right energy. Someone who: • Lights up a room — or a phone call — with genuine warmth and enthusiasm, • Makes people feel heard, helped, and taken care of from the very first interaction, • Brings a positive, can-do attitude even when the day gets busy or unpredictable, • Takes pride in representing the team with professionalism and heart, • Finds joy in serving others and understands that every call, every email, and every walk-in matters CORE RESPONSIBILITIES Front-Line Communications — The Voice of Onward • Answer all inbound office phone calls promptly, professionally, and with genuine warmth — every caller should feel like the most important person we've talked to all day • Manage the team's general inquiry email inbox — responding to standard questions, routing complex matters, and flagging urgent items • Serve as the first impression of Onward for clients, prospects, agents, vendors, and community contacts, • Maintain a professional, welcoming, and energetic front-office presence during business hours Executive Support — Director of Sales • Manage and maintain the DOS calendar — scheduling meetings, appointments, showings, and deadlines, • Monitor and organize the DOS inbox — flagging priority items, drafting responses, and maintaining inbox hygiene • Coordinate and prepare for meetings, including agendas, follow-up notes, and action item tracking, • Handle direct communications on behalf of the DOS as directed — calls, texts, and emails, • Support preparation of reports, documents, and presentations as needed Field & Operational Tasks • Run errands as needed — supply pickups, office deposits, vendor drop-offs, etc., • Manage sign logistics: picking up, delivering, and coordinating placement of yard signs and directionals, • Handle Dropbox and document management tasks for the team, • Cover agent showings on an as-needed basis when agents require support (real estate license preferred but not required) • Assist with event coordination, team meeting setup, and office organization QUALIFICATIONS Required • High school diploma or equivalent; associate's or bachelor's degree preferred, • 2+ years of administrative, front-desk, customer service, or executive assistant experience, • Exceptional verbal and written communication skills — professional, warm, and clear, • Strong organizational skills with the ability to manage multiple priorities without losing composure, • High proficiency with email, calendar tools, and Microsoft Office or Google Workspace, • Valid Texas driver's license and reliable transportation, • Ability to maintain confidentiality and exercise sound judgment in all communications Preferred • Must be willing to obtain an active Texas real estate license within the first 6 months of hire date, • Experience in a real estate office, brokerage, or fast-paced sales environment, • Familiarity with CRM systems (Follow Up Boss, KW Command, or similar), • Experience supporting a senior leader or executive
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