Administrative & Business Operations Coordinator

Job Description

Job Description

Looking for an Organized “Right-Hand” Person

Are you the kind of person who sees a cluttered desk, an overflowing inbox, and a list of unfinished tasks and immediately starts figuring out how to organize it all?

We’re looking for a proactive, dependable, and highly organized person to help coordinate the day-to-day details of 2 small businesses, a real estate sales team, and a self-storage business.

This isn't a position where you'll simply wait for someone to give you a list of tasks. We need someone who enjoys creating order, following up, solving problems, and making sure things actually get done.

This part-time position will initially involve more in-person work as we get organized and establish systems, with the opportunity for a combination of in-person and remote work as the role develops. Flexible daytime schedule of approximately 15-20 hours per week.

Compensation:

$18 - $21 hourly

Responsibilities: What You'll DoOrganization & Executive Support

• Organize paperwork, bills, documents, and incoming information

• Help manage and prioritize a busy Gmail inbox

• Maintain tasks, deadlines, calendar items, and follow-ups

• Help establish daily and weekly priorities

• Follow up on outstanding items so important things don't fall through the cracks

• Help develop simple systems that keep us organized going forward

Real Estate & Team Support

• Prepare routine amendments, notices, and documents for electronic signature

• Work alongside our existing virtual transaction coordinator

• Help coordinate administrative needs for active listings, buyers and sellers

• Assist our small real estate team with marketing and communication

Marketing & Social Media Coordination

• Coordinate social media around new listings, accepted offers, closings, open houses, and client successes

• Gather video, photos, information, and content from our agents

• Help shoot, edit & post short videos

• Draft basic captions and content ideas

• Own the process and make sure the marketing gets done

Self-Storage Operations

• Assist with tenant communications and move-outs

• Track vacancies and coordinate unit turnovers

• Help market available units and promotions

• Conduct unit inspections, cleanup, and coordinate maintenance as needed

Qualifications: Who We're Looking For

We're less concerned about finding someone who already knows every piece of software and more interested in finding the right person .

You may be a great fit if you:

• Are exceptionally organized and dependable

• Naturally notice details and loose ends

• Take initiative rather than always waiting for instructions

• Have strong follow-through

• Can prioritize what's urgent versus what can wait

• Are comfortable reminding people—including the owner—when something needs attention

• Enjoy creating systems and improving how things are done

• Communicate well and enjoy working with people

• Are trustworthy with confidential business and client information

• Are comfortable with technology and willing to learn

• Can work independently while being part of a small team

• High school diploma or GED required

Experience with Gmail, Google Calendar/Drive, Canva, social media, electronic signatures, AI tools such as ChatGPT, and task-management software is helpful, but organization, judgment, attitude, and initiative are more important than knowing every program on day one.

About Company

We're a thriving Real Estate Team that serves Greater Dane & Jefferson Counties, plus Columbia & Rock Counties. We have old-fashioned values and use cutting-edge technology to help clients move forward. We work hard but love to have fun as a Team & believe Family comes first!