Executive Operations Coordinator

Job Summary

RH Realty Services is seeking an organized, proactive, and professional Executive Assistant & Client Services Coordinator to support the President & CEO and daily company operations.

The position includes executive support, GoHighLevel CRM management, real estate administration, client service, construction vendor coordination, reporting, and general office operations.

Responsibilities

• Manage the CEO’s calendar, appointments, meetings, reminders, and priorities.
• Schedule and confirm meetings, calls, showings, inspections, and project appointments.
• Prepare correspondence, reports, meeting agendas, documents, and follow-up communications.
• Track deadlines, action items, outstanding tasks, and CEO follow-up.
• Respond to and appropriately route calls, emails, and client inquiries.
• Maintain confidential executive and company information.

GoHighLevel CRM

• Manage and maintain contacts, leads, pipelines, notes, tags, and opportunities.
• Monitor new leads and ensure timely follow-up.
• Manage workflows, triggers, reminders, email and SMS campaigns.
• Monitor appointments, missed calls, website inquiries, forms, and messages.
• Assist with forms, landing pages, funnels, and CRM campaigns.
• Track lead activity, conversions, and outstanding opportunities.
• Prepare regular CRM reports.
• Ensure qualified leads and client inquiries receive follow-up.

Real Estate & Client Services

• Coordinate showings, inspections, appointments, and transaction deadlines.
• Assist with listing and transaction paperwork.
• Prepare listing packages and client documents.
• Coordinate electronic signatures.
• Maintain accurate client and transaction files.
• Communicate with buyers, sellers, landlords, tenants, and prospects.
• Provide administrative support to agents.

Construction Vendor Coordination

• Coordinate communication with contractors, vendors, suppliers, inspectors, and project professionals.
• Schedule site visits, inspections, deliveries, and vendor appointments.
• Track estimates, invoices, schedules, start dates, completion dates, and outstanding items.
• Follow up with vendors and maintain organized project records.
• Track punch-list items and provide updates to the CEO.

Office & Reporting

• Maintain organized electronic and physical files.
• Maintain office supplies and inventory.
• Process business correspondence.
• Support meetings and company events.
• Assist with basic website and company information updates.
• Maintain spreadsheets, trackers, and operational reports.
• Assist with improving office systems and procedures.
• Provide weekly updates on leads, transactions, projects, deadlines, and outstanding matters.

Qualifications

• Strong proficiency in Microsoft Office Suite, including Excel, Word, Outlook, PowerPoint, and Teams
• Strong Excel skills, including spreadsheets, formulas, sorting, filtering, and tracking reports
• Experience with CRM systems; GoHighLevel experience strongly preferred
• Excellent organizational and follow-up skills
• Strong written, verbal, and customer-service skills
• Ability to manage multiple priorities and deadlines
• Comfortable with technology and business systems
• Able to work independently, anticipate needs, and follow through
• Professional, dependable, resourceful, and detail-oriented
• Ability to maintain confidentiality
• Real estate experience preferred
• Connecticut Real Estate License preferred but not required

Pay: $22.00 - $24.00 per hour

Expected hours: 30.0 per week

Benefits:

• 401(k)
• Flexible schedule
• Paid time off

Education:

• Associate (Preferred)

Experience:

• Office: 2 years (Preferred)

Work Location: In person