Executive Administrative Assistant

Location: Fully Remote — Must Be Available During Pacific Time Business Hours

Company: Operation: Red Dot

Pay / Compensation: $55,000–$60,000/year DOE + Performance Bonus and Lead Generation Bonus Opportunities

Schedule: Full-Time, Salaried — Monday through Friday, 8:30 AM–5:00 PM Pacific Time

What We’re Looking For

Operation: Red Dot is looking for a highly organized, detail-oriented, and proactive Executive Operations & Sales Coordinator to support our company owner, leasing department, and accounting team.

This is a fully remote position, but it is not a passive admin role. We need someone who can own their space, stay ahead of moving pieces, communicate clearly, and help keep important workflows from slipping through the cracks.

You will serve as a primary first point of contact for incoming calls, leasing inquiries, website leads, Facebook messages, and other communication channels. You will also help schedule appointments, gather key information, support leasing workflows, assist with administrative accounting tasks, and help the company owner with scheduling, research, and follow-up.

The right person for this role is calm, professional, organized, and comfortable switching between tasks without losing track of the details. You do not need to be a licensed real estate agent, and you will not be expected to “sell” on the phone. You do need to be excellent at building a warm first impression, asking good questions, collecting the right information, answering basic questions, and getting people scheduled with the right team member.

If you are a self-starter who enjoys being trusted with responsibility, likes creating order out of chaos, and can communicate well with clients, tenants, owners, prospects, and internal team members, this may be a strong fit.

What You’ll Be Doing

• Serve as a primary first point of contact for incoming calls, texts, website inquiries, Facebook Messenger, rental leads, and other communication channels.
• Build a warm, professional first impression with prospective clients, owners, tenants, applicants, and rental prospects.
• Lightly qualify new business leads by gathering key information, answering basic high-level questions, and scheduling sales or consultation appointments with James.
• Monitor leasing inquiries from Facebook, Zillow, AppFolio Guest Cards, website forms, phone calls, and text messages.
• Create and update guest cards in AppFolio, schedule property tours, and help keep the leasing tracker accurate.
• Support the application process by tracking applicant progress, following up for missing information, and helping ensure files are complete for review.
• Publish available rentals on approved syndication platforms and Facebook Groups.
• Assist with administrative accounting workflows under the direction of the Senior Accountant, including payment plan follow-up, delinquency tracking, utility transfer coordination, and owner/tenant communication.
• Help with owner onboarding and tenant setup by entering information, sending onboarding emails, organizing documents, tracking unit status, and confirming required setup items are complete.
• Run reports, track task status, flag issues, and escalate non-response, missing information, or account concerns to the appropriate team member.
• Conduct research, gather information, manage scheduling support, and complete administrative follow-up for the company owner and internal departments.
• Maintain clear communication, accurate records, and timely updates inside company systems.
• Complete other tasks as assigned.

What You Need to Bring

• Strong administrative experience in a professional environment
• Excellent phone presence and written communication skills
• High attention to detail and strong follow-through
• Ability to work remotely without being micromanaged
• Ability to manage multiple communication channels throughout the day
• Strong organization skills and the ability to keep track of moving pieces
• Comfort working across multiple departments and priorities
• Ability to follow systems, checklists, and company procedures
• Good judgment on when to answer, when to route, and when to escalate
• Ability to build rapport without overstepping into sales or decision-making
• Comfort handling confidential client, tenant, owner, and company information
• Ability to work Pacific Time business hours
• Reliable computer, phone, internet connection, and remote work environment
• Tech-savviness and comfort learning new software systems
• A proactive attitude and the ability to take ownership of assigned responsibilities
• Must be able to pass a background check

Extra Bonus If You Have

• Experience in property management, real estate, leasing, or client intake
• Experience with AppFolio or similar property management software
• Experience with Zillow, Facebook Marketplace, rental syndication platforms, or online lead channels
• Experience supporting an executive, business owner, or leadership team
• Experience with CRM systems, lead tracking, scheduling software, or task management platforms
• Experience working with tenants, property owners, applicants, or prospective clients
• Experience with collections follow-up, payment plans, utility billing, or accounting-adjacent administrative tasks
• Military background (Veteran or Spouse) or experience working with military families
• Previous remote work experience in a fast-moving administrative role

What We Offer

• Competitive salary based on experience
• Performance bonus and lead generation bonus opportunities
• Fully remote position
• Consistent Monday–Friday schedule
• Opportunity to work directly with company leadership
• A role with real responsibility and room to grow
• Training on company systems, AppFolio, and internal workflows
• A team environment that values ownership, communication, and follow-through
• A veteran-owned company with a clear mission and strong operational standards
• The opportunity to support a growing real estate and property management company serving military and civilian clients throughout the JBLM region

How to Apply

Start by filling out an application and submitting your resume and cover letter to the link below. Explain your experience with administrative support, client communication, remote work, and any real estate, property management, leasing, or sales-support experience you may have.

Operation: Red Dot Executive Assistant Application

Hiring Process

1. We will review all applications, resumes, and cover letters submitted for the position.
2. Selected candidates will be invited to a phone interview with the Director of Operations. 
3. Candidates may be asked to complete a practical skills exercise involving email response, lead intake, scheduling, and task prioritization.
4. Final candidates will complete a final virtual interview with the owner of the company before a hiring decision is made.

Equal Opportunity Employer

Operation: Red Dot is an equal opportunity employer. We are committed to creating an inclusive and diverse workplace and do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other protected characteristic as defined by federal, state, or local law.