What are the responsibilities and job description for the Director of Operations position at Bear Real Estate Advisors, LLC?
Company Description
Bear Real Estate Advisors, founded in 2018 and headquartered in Las Vegas, is a real estate investment services firm that connects people, property, and capital. Leveraging vast experience, an extensive database, and trusted relationships, Bear provides clients with unparalleled transaction representation, property sourcing, and capital advisory services. Specializing in comprehensive real estate investment services, the firm tailors solutions to meet each investor's unique needs, connecting them with a global network of finance, private equity, and brokerage relationships. Bear Real Estate Advisors operates nationally, sourcing properties, locations, and equity investors through best-in-class and trusted relationships.
Job Title: Executive Assistant – Commercial Real Estate
Position Summary
The Executive Assistant will provide high-level administrative and operational support to the CEO of a commercial real estate firm. This position requires exceptional organizational skills, attention to detail, discretion, and proactive problem-solving abilities. The ideal candidate will have a strong administrative background and a solid understanding of real estate operations—commercial real estate experience is highly preferred, though residential experience will be considered.
Qualifications and Background
- Administrative background required
- Real estate background preferred; commercial real estate strongly preferred
- Expert proficiency in Outlook, Word, and Excel
- Experience with OneNote, Teams, QuickBooks, DocuSign, Instagram, Dropbox, and Act!
- Familiarity with real estate subscription services such as Costar, LoopNet, and Crexi preferred
- Strong communication and organizational skills
- Self-motivated, detail-oriented, and capable of managing multiple priorities
Key Responsibilities
Calendar and Scheduling Management
- Manage and organize multiple calendars, including CEO and personal calendars
- Schedule business calls, meetings, and travel itineraries
- Send call and meeting reminders and maintain up-to-date Outlook and OneNote schedules
Administrative and Office Operations
- Maintain both paper and digital filing systems
- Manage office and breakroom supply orders
- Perform occasional banking deposit runs and monitor company bill payments through online banking portals
- Review and approve payroll submissions and track payment accuracy
Travel and Conference Coordination
- Plan and book flights, hotel accommodations, and restaurant reservations
- Assist with conference management, including attendee tracking, sponsorship agreements, invoice management, and marketing material coordination
- Maintain communication with conference organizers and attendees, posting company updates and materials on social media
Real Estate Deal and Contract Management
- Manage and track opportunity lists and deal pipelines by asset type
- Assist in creation and organization of Listing Agreements, Buyer Representation Agreements, and Letters of Intent (LOIs)
- Oversee contract timelines, ensure compliance with state regulations, and maintain expiration date tracking
- Collaborate with brokers and ensure compliance with out-of-state documentation requirements
Marketing and Database Management
- Support company marketing initiatives through research, spreadsheet management, and mass email campaigns via Word and Mailchimp
- Manage company website updates in collaboration with marketing vendors, ensuring client quotes, deal updates, and company news remain current
- Track and organize opportunities in the Act! database and maintain database integrity
Accounting and Financial Support
- Manage deal-related accounting, including spreadsheet updates, deal voucher creation, and invoice tracking
- Handle receipt management, ensuring uploads and expense matches in QuickBooks
- Track payment records and monitor invoice accuracy
Insurance and Licensing Oversight
- Track employee licensure expiration dates and ensure compliance with renewal requirements
- Maintain basic working knowledge of various insurance types, including General Liability, Workers’ Compensation, Healthcare, and E&O coverage
Communication and Relationship Management
- Maintain positive relationships with employees, clients, vendors, property management, co-brokers, and conference contacts
- Ensure timely and professional communication across all company channels
Technical and Creative Support
- Perform basic functions in Word, including letter drafting, label printing, mail merges, and document formatting
- Maintain general familiarity with network connectivity and Bluetooth device troubleshooting
- Collaborate on creative projects to promote company branding and outreach
Special Projects
- Provide support on ad hoc projects as requested by the CEO and executive leadership