Job Description
Job Description
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support the owner of a small but growing group of companies. This individual will play a critical role in managing communication, driving accountability, and keeping operations running smoothly.
The ideal candidate thrives in a fast-paced environment, enjoys wearing multiple hats, and takes initiative to ensure projects, tasks, and deadlines are met— while constantly looking for ways to make systems and processes more efficient.
Compensation:
$60,000 - $80,000 yearly
Responsibilities:
Administrative & Executive Support
- Manage and prioritize the owner’s calendar, appointments, and email communications.
- Act as the first point of contact for clients, vendors, and partners—ensuring timely, professional communication.
- Prepare daily, weekly, and monthly reports as requested.
Project & Task Management
- Serve as the “driver” for key projects—ensuring assigned tasks are completed on schedule.
- Follow up with team members, vendors, and stakeholders to ensure deadlines are met.
- Track open action items and escalate issues when necessary.
Reporting & Data Management
- Maintain and update financial tracking documents, including: T12 (Trailing 12) reports for rental properties, REO (Real Estate Owned) sheets, and other property management reporting tools.
- Create and maintain additional spreadsheets, summaries, and dashboards as needed for decision-making.
System Implementation & Process Improvement
- Implement programs and tools designed to improve efficiency, such as ServiceTitan or other CRM/project management systems.
- Develop and refine workflows, templates, and reporting systems to reduce errors and save time.
- Be a champion of efficiency and organization, seeking opportunities to streamline operations and improve communication flow.
Client & Team Communication
- Professionally communicate updates, timelines, and expectations with clients.
- Draft, send, and follow up on emails, proposals, and reminders.
- Document meeting notes and ensure follow-through on action items.
Qualifications:
Experience:
- 3+ years in an Executive Assistant, Operations Coordinator, or similar. role.
Skills:
- Excellent written and verbal communication.
- Strong organizational and time management skills.
- Comfort with technology and implementing new tools (experience with ServiceTitan a plus).
- Ability to follow through and hold others accountable.
- Proficiency with spreadsheets (Excel/Google Sheets), task/project management tools, and CRM systems.
Traits:
- Self-starter who thrives in a small-business, multi-company environment.
- Comfortable working independently and making decisions with minimal supervision.
- Process-driven and loves efficiency, systems, and continuous improvement.
- High level of confidentiality and professionalism.
About Company
BF Maintenance LLC is a trusted, full-service construction company specializing in residential remodels and property maintenance for a wide range of single-family homes and multi-family communities.