Executive Assistant & Real Estate Project Coordinator

Real Estate, Construction & Project Administration

We are looking for a highly organized, proactive, and detail-oriented Executive Assistant & Real Estate Project Coordinator to support a growing U.S.-based real estate and construction business. This role combines executive assistance, administrative coordination, real estate support, construction project administration, document management, CRM management, and stakeholder coordination. The ideal candidate enjoys working with multiple moving parts and is skilled at keeping people, documents, deadlines, transactions, and projects organized..

Key Responsibilities:
1. Executive & Administrative Support

• Manage email , calendars, meetings, appointments, and follow-ups
• Organize business documents, files, and records
• Prepare reports, spreadsheets, presentations, and other administrative materials
• Track priorities, deadlines, and outstanding tasks
• Conduct research and assist with special projects
• Provide administrative support to the owner or management team
• Help ensure important information and action items are properly documented

2. Real Estate Administration

• Maintain accurate property and transaction information
• Update CRM, property, and client records
• Organize contracts, transaction documents, property information, and related files
• Track transaction milestones, deadlines, and required next steps
• Assist with listings and transaction-related administrative tasks
• Coordinate information between agents, clients, vendors, contractors, and other stakeholders
• Follow up on outstanding documents and transaction requirements

3. Construction & Project Coordination

• Track project schedules, milestones, deadlines, and deliverables
• Maintain project files and documentation
• Coordinate with contractors, vendors, and project stakeholders
• Assist with estimates, proposals, invoices, and project records
• Track materials, appointments, and outstanding project items
• Follow up on pending tasks and commitments
• Help ensure projects remain organized and moving forward

4. CRM & Workflow Management

• Maintain accurate records of leads, clients, properties, projects, and opportunities
• Monitor follow-ups and upcoming deadlines
• Update project and transaction statuses
• Coordinate communications between multiple parties
• Identify missing information or delayed action items
• Help maintain organized workflows and internal processes
• Support management with operational and project-related reporting

Systems & Software:
Experience with any of the following is a plus:
1. Real Estate

• Follow Up Boss
• kvCORE
• REISift
• Dotloop
• DocuSign
• Skyslope
• MLS platforms

2. Construction

• Buildertrend
• JobTread
• Jobber
• Housecall Pro
• ServiceTitan

3. CRM & Productivity

• GoHighLevel
• HubSpot
• Zoho
• ClickUp
• Asana
• Trello

4. Administrative

• QuickBooks Online
• Google Workspace
• Microsoft Office / Excel
• Dropbox
• DocuSign

You do not need experience with all of these. Strong organizational ability, attention to detail, and willingness to learn new systems are more important.

What We're Looking For:

• 2+ years of experience in Executive Assistance, Administration, Operations, Real Estate, Construction, Project Coordination, or a related field
• Excellent organizational and follow-up skills
• Strong attention to detail
• Excellent written and spoken English
• Comfortable managing multiple projects, transactions, and deadlines
• Professional communication skills
• Comfortable communicating with clients, contractors, vendors, agents, and internal team members
• Able to work independently and take initiative
• Tech-savvy and comfortable learning new systems
• Strong ability to prioritize and keep multiple moving pieces organized

Great Fit If You Have Experience In:

• Real estate
• Real estate investing
• Construction
• Property management
• Transaction coordination
• Project coordination
• Contractor or home service businesses
• Executive assistance
• CRM administration
• Operations support
• Project administration

What Success Looks Like:
You help the owner and team stay organized, keep real estate transactions and construction projects moving, maintain accurate records, coordinate with clients and vendors, and ensure important deadlines and follow-ups are never missed.
This is a long-term opportunity for someone who wants to grow beyond a traditional EA position and become a versatile real estate and business operations professional.