We are looking for a Backoffice Operations Lead to help with our growth in acquisitions, development, asset management, and financial operations. This is an important role that involves working across our business to ensure our operations are organized, follow-ups are completed, and key administrative tasks are handled to help the company achieve its goals.
We have a small team that is highly focused on using systems to scale asset acquisitions, enhance operational efficiencies, and improve financial performance in our target region. Our documentation is kept in Notion, Asana is used for projects and operations, and we use a suite of small tools for deal syndication to investors, financial operations, and ongoing communication.
We expect this position to take charge of the many details that keep transactions, offerings, and operations moving forward.
What You'll Do
- Coordinate acquisitions and development projects from start to finish, including creating and evolving internal workflows, checklists, and project management templates.
- Organize and coordinate due diligence and closing processes for real estate acquisitions, collaborating with internal team members and ensuring external vendors meet committed due dates.
- Assist in developing project timelines in Asana, managing project templates, and working with the team on project kickoffs.
- Collect all necessary details to create investment memos for our lenders and investors, and keep team members and partners (e.g. legal, banking) on-track to meet target dates.
- Take ownership of key items in acquisition and development projects that require follow-up and/or coordination with our external partners.
- Coordinate investment closings in our investor management tool, including facilitating document signing, sending capital calls, and confirming investment funding.
- Manage templates and organization of Asana, Notion, and Dropbox to keep projects organized and improve efficiency.
Business Operations Administration
- As an assistant, my suggested revisions to enhance the writing quality of the text are:
- Manage inbound mail and coordinate with internal and external partners to process general business items such as license renewals, insurance documents, and corporate notices. Also, maintain asset reporting.
- Maintain databases of real estate assets, including single asset records, tenant information, and related documentation.
- Create and improve internal reference documentation in Notion and Dropbox for core and asset-related operations (e.g. vendor databases) and project-related documentation.
- Collaborate with finance partners to process payables and other financial operations tasks regularly using our internal tools (Ramp).
- Prepare and send regular asset performance reports to our investor and lender partners, working with internal and external partners to collect required data.
- Manage asset incident logs, organize future calendars, and handle administrative paperwork related to asset management and development (dropbox, asana, netsuite).
- Produce regular performance reports on acquisition and development activities.
- Compile and send monthly marketing emails from content created by our team, using campaign monitor and other tools.
- Organize our internal CRM, making sure records are up to date with other systems.
- Proactively improve CRM and marketing system organization.
We’re looking for a detail-oriented person who is at home in finance and tech-driven operations. Key traits we’re looking for:
- 3-5 years experience in finance, investment management, management consulting and/or real estate.
- Direct experience managing large-scale, time-constrained projects involving many external partners.
- Experience working in a tech-centric environment using tools like Notion, Asana, Dropbox, and more.
- An unrelenting desire to get things done.
- Exceptional communication and synthesis skills, both written and verbal.