Executive Assistant / Transaction Coordinator

Who We Are

We're a fast\-moving real estate investment and property management company operating in the multiple facets of real estate — from short\-term rentals and rooming houses to wholesale acquisitions/dispositions and active rehab projects.

We're growing fast and looking for a sharp, organized, and self\-driven right\-hand person to help keep everything running smoothly behind the scenes. If you're the type who likes owning their role, solving problems before they blow up, and genuinely being the person a busy operator can't live without — keep reading.

The Role

This is not a basic admin job. You'll be embedded in the day\-to\-day of a multi\-entity real estate operation, touching everything from vendor coordination and document prep to contractor follow\-ups and financial tracking.

From time to time you'll help with personal tasks like scheduling appointments, handling personal errands, or managing one\-off requests. Discretion and flexibility are a must.

Responsibilities:

Communications \& Follow\-Ups

• Aide with real estate escrows and transaction coordination — review emails, reply and provide documents requested, and flag what needs a real decision and what you can respond without involving the principal.

Scheduling \& Deadlines

• Manage the owner's calendar end\-to\-end — schedule, reschedule, protect focus time
• Coordinate contractor site visits for estimates on projects and inspectors to review work completed by contractors prior to us releasing payment.
• Set reminders for permits, filing deadlines, lease expirations, and loan milestones
• Run a weekly open\-items report so nothing slips by.

Documents \& Support

• Build and maintain a clean document filing system across multiple entities
• Chase signatures, coordinate Esign, and close out pending docs
• Prepare permit applications and track compliance calendars for all entities and rental properties

Financial Tracking

• Log, organize, and follow up on invoices — both incoming and outgoing when necessary
• Collect and categorize receipts and expenses by property
• Schedule project draws and disbursements with supporting documentation with our lenders
• Keep track of and update rents paid or owed with tenants, as well as monthly utility costs and usage.

Vendor \& Contractor Coordination

• Maintain a master vendor database — trades, rates, reliability, license info
• Assist with following up on contractor progress daily or weekly and relay contractor delays
• Coordinate materials orders, track deliveries, and resolve issues for rentals
• Collect and compare bids and present a clear summary for review
• Verify contractor licenses, certificates of insurance, and W\-9s before work starts

Property Operations

• Process maintenance requests — log, assign, schedule, and close out
• Track lease renewals and flag upcoming expirations 60–90 days out
• Coordinate move\-ins, move\-outs, and property inspections with contractors and or tenants
• Manage utility setups and transfers between tenants

Personal \& Executive Support

• Schedule personal appointments and manage personal calendar items as needed
• Handle occasional personal errands or one\-off tasks as directed

Who We're Looking For

• You're ridiculously organized — you track everything, forget nothing, and follow up without being asked to the best of your ability
• You communicate clearly and professionally in writing, even when things are moving fast
• You're resourceful
• You're comfortable handling multiple tasks at once and switching gears quickly
• You're not intimidated by real estate, legal documents, or contractor\-speak (or you're willing to learn fast)
• You handle sensitive information and personal matters with discretion
• Knows how to operate a computer and is somewhat tech savvy with google sheets, google workspace, etc.

Nice to Have (Not Required)

• Experience supporting a founder, operator, or executive in a fast\-paced environment
• If no experience, willingness to learn and coachable

Why This Role?

You'll be deeply involved in how a growing real estate operation actually works — the deals, the projects, the vendors, the entities.

We value competence over credentials. If you're sharp, hungry, and actually like staying on top of things, you'll thrive here. Compensation grows with your impact.

Availability: 25 hours to 35 hours a week, Monday \- Friday in person for specific hours, remote work may be needed at times outside regular working hours or on weekends but nothing time consuming.

This is a 1099 position

Pay: $20\.00 \- $25\.00 per hour

Application Question(s):

• What tools or system do you use to stay organized and make sure nothing falls through the cracks?

Ability to Commute:

• Newport Beach, CA 92660 (Required)

Work Location: In person