Office Administrator (Real Estate)

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 IDV's 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 :
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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.

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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.

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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 IDV's brand.

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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.

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Document Management: Maintain accurate and well-organized filing systems (digital and physical). Manage incoming and outgoing communications including mail, overnight packages, and courier coordination.

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Accounts Payable: Enter accounts payable as available; assist with invoice tracking and vendor payment coordination in support of the finance function.

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Website Management: Maintain and update the IDV website as needed, coordinating with leadership on content and branding.

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Hospitality & Events: Coordinate Monday staff lunches and catering for meetings upon request. Maintain the conference room and staff kitchen to a high standard.

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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 :
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1–3 years of administrative, office management, or operations support experience.

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High school diploma required; associate degree or higher preferred.

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Proficiency with Microsoft Office Suite — Outlook, Word, Excel, and Teams — required.

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Experience with DocuSign or similar e-signature platforms.

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Familiarity with Adobe Acrobat and digital file management.

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Strong organizational skills with exceptional attention to detail and confidentiality.

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Professional written and verbal communication skills — comfortable corresponding with lenders, title companies, and outside partners.

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Self-starter who takes ownership of their environment and anticipates needs without being prompted.

Preferred Skills :
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Prior experience in a real estate, development, legal, or financial services office environment.

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Familiarity with transaction coordination processes — document routing, closing timelines, title and escrow communication.

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Experience with basic accounts payable entry or vendor invoice management.

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Experience managing or updating a company website (WordPress or similar CMS).

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Comfort in a fast-paced, small-team environment where priorities shift and initiative is valued.