Administrative Manager

About the Opportunity

A fast-growing, founder-led real estate investment company is seeking a highly organized, detail-driven Administrative Manager to serve as the operational backbone of the business.
This is not a passive support role. This is for someone who thrives on creating order, building structure, and ensuring everything runs smoothly behind the scenes. You will work directly with the CEO, owning key administrative, financial, and operational functions that keep the business moving forward.
If you are the type of person who catches what others miss, loves a clean system, and takes pride in being the one who “keeps it all together” — this role was designed for you.

What You’ll Own

Bookkeeping & Financial Operations

• Maintain accurate, up-to-date books in QuickBooks (Online or Desktop)
• Categorize and reconcile transactions across multiple accounts/entities
• Manage accounts payable/receivable, invoices, and vendor payments
• Prepare monthly financial reports (P&L, balance sheet, cash flow)
• Organize records for CPA and tax preparation

Payroll & Administrative HR

• Process payroll accurately and on time (Gusto, ADP, or similar)
• Maintain employee and contractor records (W-9s, 1099s, onboarding)
• Support basic HR administration and team coordination

Transaction Coordination

• Coordinate and initiate wire transfers with strict verification protocols
• Communicate with title companies, lenders, and vendors
• Maintain detailed transaction logs and documentation

Executive Support

• Manage scheduling, logistics, and CEO calendar as needed
• Track action items and ensure follow-through across priorities
• Organize internal systems, SOPs, and documentation (Notion, Google Drive, etc.)
• Support investor and stakeholder coordination

Who This Role Is Perfect For
*
You love organization — creating systems, cleaning up processes, and maintaining order energizes you
You are reliable and consistent — people can count on you to follow through, every time
You are accessible and responsive during standard business hours
You are proactive — you don’t wait to be told what to do; you anticipate needs and act
You are detail-oriented to your core — small errors don’t slip past you
You are comfortable handling confidential financial and personnel information
You thrive working independently in a remote environment

Required Experience

• [ ] 2+ years in bookkeeping, finance, or similar operational role
• [ ] Strong proficiency in QuickBooks (required)
• [ ] Experience processing payroll
• [ ] Experience managing or coordinating financial transactions
• [ ] Strong communication skills (written and verbal)
• [ ] Tech-comfortable (Google Workspace, Slack, project management tools)

*Preferred (Not Required)

Real estate, land, or title experience
Experience supporting a founder or executive
HR or operations background in a small business
Notary Public (or willingness to obtain)*
*

What You Can Expect
Fully remote, U.S.-based role
Direct collaboration with a fast-moving CEO
A high-trust environment where your work truly matters
Opportunity to build systems and grow with the company

Application Instructions (Required)

To be considered, please submit your resume along with answers to the following questions:
1. Organization & Systems:
Describe a time when you created or improved a system, process, or workflow that made a business run more efficiently. What was the problem and what did you implement?
2.Bookkeeping Experience:
What is your experience with QuickBooks? Please specify Online or Desktop, and the types of financial tasks you’ve managed.
3. Relevant Work Example:
Describe a specific example of work you’ve done that is directly relevant to this role (such as bookkeeping cleanup, payroll processing, transaction coordination, or building an operational system). What was the situation, what actions did you take, and what was the outcome?
4. Reliability & Availability:
This role requires consistent availability during standard U.S. business hours. Please confirm your typical working hours and how you ensure responsiveness in a remote environment.
5. Commitment Level:
What are you looking for in your next role, and why is a full-time, long-term position important to you right now?
6. Remote Work Style:**
How do you stay organized, focused, and accountable while working remotely without direct supervision?

About the Hiring Process
This search is being managed by a Hiring Concierge. Selected candidates will be invited to an initial screening interview, followed by next steps with the client.

If you are someone who takes pride in precision, thrives on structure, and wants to play a key role in a growing business — we’d love to hear from you.