Administrative & Business Operations Coordinator

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.

$18 - $21 hourly

• 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

• 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

• 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

• 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

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

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.

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!