Office Administrator

Our SelectLeaders client is seeking an organized and proactive Office Administrator to serve as the operational backbone of our Houston headquarters. This is a highly visible role in a small, fast-moving team - you will interact with principals, outside partners, and vendors daily, and your attention to detail and reliability will directly support the ability to execute on a $1.5B+ development pipeline.

This role blends traditional office management responsibilities with transaction support duties - including DocuSign coordination, document routing to title companies and lenders, and accounts payable entry. The right person is resourceful, professional, and takes genuine ownership of the office environment.

Job Responsibilities

• Office Operations: Manage day-to-day office operations including supplies, vendor coordination, and facilities upkeep. Maintain a professional and organized office environment at Millennium Tower.
• Executive & Team Support: Provide administrative support to principals and team members including scheduling, correspondence, phone and email management, and preparation for internal and external meetings.
• Guest & Front Office Experience: Greet incoming guests and visitors professionally. Serve as the first point of contact and ensure a polished front-office experience consistent with the brand.
• Transaction Coordination Support: Coordinate DocuSign setup and routing for all staff. Support the transactions team by facilitating document signing and routing executed agreements to the appropriate parties - including title companies and lenders.
• Document Management: Maintain accurate and well-organized filing systems (digital and physical). Manage incoming and outgoing communications including mail, overnight packages, and courier coordination.
• Accounts Payable: Enter accounts payable as available; assist with invoice tracking and vendor payment coordination in support of the finance function.
• Website Management: Maintain and update the website as needed, coordinating with leadership on content and branding.
• Hospitality & Events: Coordinate Monday staff lunches and catering for meetings upon request. Maintain the conference room and staff kitchen to a high standard.
• Ad Hoc Projects: Support internal projects and requests from leadership as they arise. Bring a problem-solving mindset and flexibility to a lean, entrepreneurial team.

Qualifications

• 1-3 years of administrative, office management, or operations support experience.
• High school diploma required; associate degree or higher preferred.
• Proficiency with Microsoft Office Suite - Outlook, Word, Excel, and Teams - required.
• Experience with DocuSign or similar e-signature platforms.
• Familiarity with Adobe Acrobat and digital file management.
• Strong organizational skills with exceptional attention to detail and confidentiality.
• Professional written and verbal communication skills - comfortable corresponding with lenders, title companies, and outside partners.
• Self-starter who takes ownership of their environment and anticipates needs without being prompted.

Preferred Skills

• Prior experience in a real estate, development, legal, or financial services office environment.
• Familiarity with transaction coordination processes - document routing, closing timelines, title and escrow communication.
• Experience with basic accounts payable entry or vendor invoice management.
• Experience managing or updating a company website (WordPress or similar CMS).
• Comfort in a fast-paced, small-team environment where priorities shift and initiative is valued.