Executive & Operations Assistant

The Executive & Operations Assistant of our real estate sales and property and asset management company plays a critical role in ensuring smooth day-to-day operations providing high-level administrative support to the CEO leadership team and licensed agents while contributing to overall company growth initiatives.

The ideal candidate is a disciplined self-starter who is detail-oriented tech savvy highly organized client focused an exceptional and timely communicator as well as a natural problem solver with a passion for service and growth.

Working in a high-energy real estate office is both challenging and rewarding. This role and industry demand resilience tenacity adaptability an incredibly strong work ethic and a commitment to excellence. Candidates should easily display pride in their work and be ready to bring their best effort every day.

About our firm:

MISSION

Park Metro Realty provides exceptional real estate sales leasing and management services to members of the San Diego community and beyond.

VISION

Be the best boutique real estate company with the happiest team and highest quality clients.

CULTURE

• Purposefully lead with passion
• Act as a fiduciary to achieve impactful results
• Remain ahead of the curve
• Kindly approach others with humility respect and grace
• Manifest community enrichment and sustainability
• Effectively communicate
• Trust in the process exceed expectations and celebrate success
• Respond to challenges with tenacity
• Openly love life and share your joy

Key Role Responsibilities:

Administrative & Client Support

• Answer phones in a professional service-oriented manner or help implement a 24-hour phone answering solution
• Monitor and manage a steady inflow of daily emails; ensure all communications receive a professional response within one business day
• Update tasks daily in both our CRM (Follow Up Boss) and project management platforms (Asana)
• Communicate professionally with clients and tenants
• Log all activities meal periods and break periods daily through BambooHR
• Receive and distribute any parcels mail and other items delivered to Park Metro Realty office
• Maintain Park Metro Realty office in a clean organized and professional appearance
• Manage basic needs of sub-tenants within our office suite
• Act as receptionist of the office to welcome guests

Property & Asset Management

• Vet vendors obtain estimates schedule and coordinate services at properties
• Run errands throughout San Diego County as assigned
• Maintain inventory of office supplies signage and equipment
• Meet current and future tenants for move-in and move-out appointments ensuring a smooth and professional transition

Executive Assistance

• Support the CEO and licensed team members with scheduling communications and logistics
• Assist with personal tasks for the CEO including email monitoring calendar coordination mail forwarding and other requests as assigned
• Input and manage data as needed (e.g. MLS listings after receiving complete info from listing agent open house guest registration setting appointments and outcomes for real estate agents and clients)

Lead Management & Marketing Support

• Serve as the main lead receiver inputting leads into the CRM and assisting with early-stage vetting and follow-up
• Process and maintain existing data from previous CRM program imports
• Assist the Director of Marketing and Communications with creating and distributing regular newsletters and printed postal mailers

Strategic Projects & Company Growth

• Support strategic planning and implementation of company growth initiatives
• Assist in the development and launch of the Noorah nonprofit
• Actively contribute to process improvements to enhance company efficiency and client experience
• Attend weekly business networking meetings (in person on Tuesdays 8:30 - 9:30 A.M. in University Heights/Hillcrest area)

Open House & Event Support

• Coordinate with vendors to arrange meals snacks and/or refreshments for Open House and company events
• Place and collect open house signage in appropriate high-visibility locations based on the placement map provided by management in advance
• Greet and engage with potential buyers renters or clients during Open House events providing a welcoming and professional first impression
• Assist with the upload and processing of data received from Open House events at the close of the event on the next business day
• Assist the marketing and sales teams in person during Open Houses and promotional events.
• Advise the lead real estate agent of any required meal and break periods in advance so that staffing levels are not diminished during the Open House or other company events
• Assist in the setup and striking of any equipment canopies tables desktop accessories etc. including transport of these articles and equipment back and forth to the Park Metro Realty office for storage back to proper locations.

Work Schedule & Availability

• Standard work hours are Monday through Friday with some flexibility based on workload and business needs
• Occasional weekend availability is required for open houses and other work-related events
• Evening events may occasionally be scheduled (e.g. networking team or client functions)
• Additional hours worked for weekend or evening events will be adjusted within your regular weekly schedule to maintain work-life balance

Qualifications

• College degree or verifiable proven equivalent work experience
• Strong organizational and time-management skills
• Excellent written and verbal communication
• Comfort with technology especially CRM and project/task management tools
• Ability to handle sensitive information with confidentiality
• Reliable transportation a valid drivers license and current valid car insurance
• Laptop computer mobile phone and reliable broadband service/mobile hotspot to be able to work remotely as assigned
• A California Real Estate license is not required to start this job but will be required within six months of starting. Familiarity with the real estate industry is a plus although you will not be asked or required to act in the role of a real estate agent even though you will be licensed.
• Willingness to enter and manage your full sphere of Influence (SOI) into the PMR database within 30 days of hire as well as willingness to support marketing efforts directed toward SOI
  

Preferred Tools/Software Experience:

• BambooHR
• Follow Up Boss (CRM)
• MLS (input assistance)
• Google Workspace
• Microsoft Office
• Asana (project management app)
• AppFolio (property asset management app)

Are You Interested

If this opportunity resonates with you wed love to hear from you! This position is posted on several platforms and while some sites may allow you to indicate interest with a quick click we kindly ask for a more personal approach:

To Apply:

• Please email your resume to:
  
• Include a cover letter that addresses the following:
  
  • Why you believe youre a strong fit for this company and this specific role
    
  • Your desired hourly pay or salary range keeping in mind this role starts at approximately 30 hours per week with plans to grow into full-time salaried
    
    

Please do not call or visit the office unannounced. Please also do not reach out directly to any team members in an effort to assert yourself. We appreciate your professionalism and understanding.

Required Experience:

Manager