Transaction & Office Administrator/Executive Assistant

Overview Job Description The Transaction & Office Administrator/Executive Assistant to the President & Chief Investment Officer (“Employee”) will be responsible for transaction administration and office/company administration for Four Mile Capital (“FMC”), for FMC’s sister company, Kalos Residential, (“Kalos” and, collectively with FMC, “Companies”) and as needed for each property owned by FMC (each, including related entities, a “Portfolio Property” and collectively, “Portfolio Properties”). Employee will be an extension of the President & CIO supporting him in all facets of his work. This will include email inbox management and drafting, calendar management, preparing documents for signature, research, writing and much more. We are willing to train the right candidate for the Transaction Administration responsibilities. Employee will directly report to Ryan Atkin, President & CIO of the Companies (“Supervisor”). About You—Job Requirements • Fluent in reading/writing/speaking English. • Loving to write and writing well are key to your success! • Professional demeanor. • You have strong self-confidence and are comfortable communicating in a professional tone with high-level business contacts. These skills are so well honed that you would even impress the President of the United States. • That said, while you must take your work seriously, you must not take yourself too seriously. We like to have fun at work. • Highly communicative/excellent listener. • You believe that many issues and challenges do not even arise if you communicate well. • You understand the value of listening and love collecting more information than just the words that are being said. • High attention to detail. • You love details and take pride in mastering them. • Very highly organized and a self-starter. • You will have to keep yourself and Supervisor organized and take initiative where needed to accomplish this task. • Life-long learner. • You will need to get to know the real estate private equity industry inside and out. This is a field that is always evolving and changing, so you will never stop learning. • Thinking ahead. • You enjoy thinking one step ahead for the people you work with, solving needs before they even arise in their minds. • Problem solver. • You have a proven skill of evaluating how to best solve a given (expected or unexpected) challenge. You believe that a problem is just a puzzle without all the pieces in place yet. • Technology is fun. • You like implementing new technologies, are able to make them perform to assist in your workflow and enjoy teaching others how to use them. • Experience with and/or strong interest in AI a big plus! • Key considerations. • In-office presence required Monday-Thursday; optional work from home on Fridays, but willingness to be in-office Monday-Friday as requested by Companies’ leadership • 45-hour work week should be expected, flexing up as workload requires • Bachelor’s degree a plus. Transaction Administration (willing to train - estimated 50% of your workload) • Assist the President/CIO and acquisitions team with administrative functions relating to new Portfolio Property due diligence, closings, post-closing duties and transaction management. • Assist in organizing, filling, compiling, and obtaining signatures on various forms required by lender, insurance carriers, and other parties related to new Portfolio Property acquisitions. • Assist with Portfolio Property acquisitions and dispositions by preparing signature packages, notarizing as needed and ensuring delivery to lenders, title companies, attorneys and counterparties. • Initiate and oversee entity formation and acquisition of EIN’s for new Portfolio Property entities as directed by the President/CIO and acquisitions team. • Help track, update and manage due diligence activities and reports, closing checklists and schedules relating to new Portfolio Property acquisitions, dispositions and closings. • Assist President/CIO and acquisitions team by requesting proposals from, contracting with, scheduling and otherwise managing 3rd party due diligence consultants, as directed. • For new Portfolio Property acquisitions, ensure seller delivers all due diligence materials required by the purchase and sale agreement (“PSA”) on the timeline required by the PSA. • For Portfolio Property dispositions, ensure FMC delivers all due diligence materials required by the purchase and sale agreement (“PSA”) on the timeline required by the PSA. • Assist with preparation of Offering Memorandums upon execution of Letter of Intent (includes drafting of qualitative merits of the transaction, creating maps and overall design/layout for presentation for prospective investors.) • Complete research projects as assigned by Supervisor. • Other transaction administration duties as assigned. Executive Assistant responsibilities (estimated 40% of your workload) • Task and Time Management • Record all tasks assigned and performed in appropriate system(s) • We currently use Asana • Prioritize different types of tasks and meet deadlines • Consistently stay up to date on task management and communicate effectively regarding what is most important • Calendar Management • Manage Supervisor’s time based closely on their priorities • Have confidence and sound judgement in pushing back on Supervisor when they get distracted from their top priorities • Expertly maintain and update calendar based on Supervisor’s preferences in a fast-paced environment • Ensure all meetings are set up for success - including having accurate locations, contact details, links, codes, and an overview of who Supervisor is meeting, including key details about the attendees of the meeting • Confirm appointments and alert Supervisor of any conflicts or updates • Book travel and accommodations for Supervisor • Meeting Management • Track action items committed to in meetings • Plan for future interactions that Supervisor may want to deliver to their network • Create follow-up emails based on information provided by the meeting owner • Record information collected from the meeting owner in a contact database • Email Management • Receive and transcribe email dictations for Supervisor • Process emails for Supervisor including: indicating priority of emails in their inbox, drafting email responses when possible that Supervisor can edit and send; scanning and extracting valuable information communicated via email; alerting Supervisor of any urgent emails that need to be seen or acted on • Clean unnecessary noise in the inbox that Supervisor doesn’t want to see including, but not limited to: • Archiving multiple emails on the same thread, unsubscribing from unwanted email, reviewing junk email folders and contacting brokers to limit types of deals sent to Supervisor • Identify opportunities to produce new interactions based on context gathered via email review • Management of Contact Database • Enter new contact information into CRM • Update existing contact information • Manage LinkedIn connections, when appropriate • Maintain contact database organization • Research Management • Perform various internet-based research • Perform prospect research • Other research as assigned • Project Completion • Complete projects as assigned by Supervisor • Personal Assistant Duties • Assist the executive with personal items as/if assigned Apply tot his job Apply To this Job