Job Description

Job Title: Administrative & Operations Specialist
Location: Remote (US-based hours preferred)
Type: Full-Time
Compensation: Competitive, based on experience
About the Company
We are a privately held real estate investment firm focused on acquiring and managing institutional-quality Class A apartment complexes with 200 units or more. Our primary strategy targets stabilized, performing properties (90%+ occupancy) that offer a value-add component--creating opportunities to increase Net Operating Income (NOI). We typically pursue deal sizes ranging from $40-$100 million and aim for 7%-9% average cash-on-cash returns with an IRR exceeding 15% over a three- to five-year hold period.
We concentrate our investments in landlord- and business-friendly markets experiencing strong job and population growth, with a current focus on Dallas, Austin, and Houston.
Position Overview
We are seeking a highly organized, proactive, and detail-oriented Administrative & Operations Specialist to support our day-to-day business activities. This role will be instrumental in ensuring smooth operations, assisting with back-office functions, managing administrative workflows, and supporting various internal initiatives across the portfolio and investment pipeline.
Key Responsibilities
Administrative Support
Manage calendars, schedule meetings, and coordinate travel for executives and team members
Maintain and organize digital files, documents, and internal systems
Draft, proofread, and format correspondence, presentations, and reports
Handle invoice tracking, expense reimbursements, and vendor coordination
Operations & Project Coordination
Support the execution of operational projects across portfolio companies
Assist with onboarding processes for new employees and vendors
Track project deliverables and timelines, and follow up with team members as needed
Create and maintain process documentation, SOPs, and internal checklists
Data & CRM Management
Maintain and update contact databases and CRM platforms (e.g., Affinity or similar tools)
Help collect and organize data related to investments, performance metrics, and due diligence
Generate reports and summaries from internal and external data sources
General Support Across the Business
Provide support in communications with brokers, sellers, advisors, and other stakeholders
Assist in the coordination and documentation of M&A deal flow and pipeline tracking
Help improve internal systems and implement automations or efficiencies where applicable
Ideal Candidate Profile
3+ years of experience in an administrative, operations, executive support, or project coordination role
Prior experience supporting investment firms, real estate companies, or multi-entity organizations is a plus
Exceptionally organized with a strong attention to detail and ability to manage multiple priorities
Comfortable working independently in a fast-paced, remote-first environment
Proficient in Google Workspace, Excel/Sheets, and project management tools (e.g., Notion, Asana, or ClickUp)
Strong written and verbal communication skills
A resourceful, self-starter mentality with a "get it done" attitude
Why Join Us?
Work closely with experienced investors and operators
Gain exposure to large-scale real estate transactions and operations
Help scale and support a growing investment firm with a long-term vision
Flexible work environment and the opportunity to make a meaningful impact