Executive legal, construction selections sourcing and insurance claim assistant

Position Overview

We are seeking a motivated, highly organized, and detail-oriented Executive, Insurance Claims & Purchasing Assistant to support our team with contract documentation, legal compliance, construction purchasing, and insurance-related processes.

This role plays a critical part in protecting the company and our clients by ensuring legal documents, contracts, material selections, purchasing, and insurance claims are handled accurately, efficiently, and on time. The ideal candidate thrives in a structured environment, communicates clearly, and maintains a calm, professional approach under pressure.

Because we are a small team, this role requires a team-first attitude, discretion, and a willingness to step in and help wherever needed.

Key Responsibilities

Legal & Contract Support

• Prepare, review, and organize legal documents, contracts, and addendums related to real estate and construction projects.
• Verify accuracy and completeness of contracts and supporting documentation.
• Ensure all files meet brokerage standards and compliance requirements.
• Maintain organized, audit-ready records for all legal documentation.
• Track important deadlines, contingencies, and contract timelines.
• Coordinate with agents, clients, title companies, and lenders to keep transactions on schedule.

Construction Purchasing & Selections

• Work closely with the Interior Designer to source, price, and order construction materials and finish selections for custom homes and remodeling projects.
• Organize and maintain selection packages for each client to ensure accuracy throughout the building process.
• Coordinate with vendors and suppliers to place orders in a timely manner.
• Track material orders from purchase through delivery.
• Verify deliveries for accuracy and completeness, resolving discrepancies with vendors when necessary.
• Maintain organized records of selections, purchase orders, invoices, and delivery schedules.
• Communicate proactively with the construction team regarding product availability, lead times, and scheduling.

Insurance Claims Support

• Assist with filing, tracking, and managing insurance claims related to construction projects, property damage, or other incidents.
• Communicate with insurance companies, adjusters, and vendors to ensure timely processing of claims.
• Gather and organize required documentation, photos, invoices, and supporting materials.
• Monitor claim progress and follow up to ensure timely resolution.
• Identify and communicate potential issues or delays early.

Administrative & Team Support

• Maintain organized digital and physical filing systems.
• Provide administrative support including document management, data entry, purchasing records, and process tracking.
• Communicate professionally with internal team members, clients, vendors, and business partners.
• Assist with miscellaneous projects across the company as needed—everyone helps everyone at OklaHome.

Required Skills & Qualities

• Exceptional organizational skills and attention to detail.
• Ability to manage multiple projects, deadlines, and priorities simultaneously.
• Calm, professional, and solution-oriented under pressure.
• Strong sense of urgency and excellent follow-through.
• High level of discretion when handling confidential information.
• Excellent written and verbal communication skills.
• Strong problem-solving abilities.
• Team-first attitude with a willingness to assist wherever needed.
• Strong computer skills, including Microsoft Office or Google Workspace and the ability to learn new software quickly.
• Ability to adapt to changing priorities in a fast-paced environment.

Preferred Qualifications

• Experience as an executive assistant, legal assistant, transaction coordinator, purchasing coordinator, or project coordinator.
• Experience with construction purchasing, material ordering, or interior finish selections.
• Experience working with insurance claims or property-related claims.
• Familiarity with residential construction, remodeling, or real estate documentation.
• Experience in a small business or entrepreneurial environment.

Work Environment

• In-person position located in Edmond, Oklahoma.
• 30–40 hours per week with a consistent, flexible schedule.
• Fast-paced, deadline-driven, and detail-intensive environment.
• Collaborative small-team culture where flexibility, ownership, and teamwork are essential.