Administrative Assistant/Scheduler

Ben Buys Indy Houses and Invest With Ben is hiring:

Administrative Assistant

• Do you have a minimum of 2-years assisting someone in a senior role with their day-to-day responsibilities?

• Can you efficiently use computers, software, and technology to create and communicate with others?

• Are you obsessive compulsive about details, planning, and love helping high-performers achieve goals?

• Are you a proactive self-starter who can provide solutions to my day-to-day challenges?

• Do you have real estate experience or at the very least a strong desire to learn all you can about real estate?

• Do you want to make $45,000 - $50,000 next year with room for tremendous growth based on performance?

• Can you work with minimal supervision, minimal feedback, and minimal direction?
• Are you a great listener and problem-solver?
• Do you want to join a dynamic, fun, and high-performing team?
• Are you obsessed with goal-setting, accountability, and getting results?

If you answered YES to all of the above, then please read on! If you answered NO to just one of those questions, then this position is not a good fit for you.

ABOUT InvestWithBen.com and Ben Buys Indy Houses:

We are a young and fast-growing Indianapolis real estate investment company. You must live within 10 miles of Northern Indianapolis to be most successful in this position and make daily travel to the office doable.

We are not real estate agents. We have been investing in real estate since 2013 and have completed over 1000 real estate transactions. We have grown every year since 2013. We are growing fast and last year we nearly doubled our business. This year we are on track to close over 230 transactions, including a mixture of owner-finance, wholesales, whole-tails, rehabs, and rentals. If those words don't mean anything to you, that's ok.

As long as you're teachable we are happy to educate! Our team is made up of 6 motivated people with a passion for real estate and self-improvement. Our motto is there is no “I” in
Team. Everyone individual on our team is critical to the entire team’s success. Our goal is

to continue to be the highest rated and most reviewed online home buyer in the Metro
Indianapolis region.

THIS IS FOR YOU IF:

• You have a natural ability to proactively anticipate needs and drive improvements to support the organization.
• You find it rewarding to work with a team towards common goals
• Have a minimum of a 2-year track record of past success as an administrative professional supporting someone in a Senior level role at an organization.
• You get excited by details, planning, organizing, and executing to perfection.
• You get excited by details, planning, organizing and executing to perfection

• You respond to internal and external inquiries by communicating in a fun and professional manner, providing exceptional support and customer service

• You’re comfortable pivoting as priorities shift and you surf the wave with a giant smile while keeping calm

• You’re incredibly resourceful, seek solutions to solve problems and demonstrate relentless tenacity

• You demonstrate a high level of integrity and discretion in handling confidential information

• You display a high level of emotional intelligence

Job Responsibilities and Deliverables

1. Manage the transactional, administrative, office, and clerical needs of the company.

• Planning, executing, and fulfilling on team meetings and team events.
• Managing the physical office environment and maintaining a comfortable workspace.
• Assists Operation’s Manager with his day-to-day personal and professional responsibilities no matter how big or small.
• Liaise between the title company, sellers, buyers, lenders, our team, and Operation Manager.
• Coordinates the retrieval and submission of document requests between parties in an efficient and timely manner.
• Organizes and responds to emails in a timely manager.
• Proactively escalates communication with parties to include text messaging and phone calls if stakeholders are not responsive to email
• Schedules and coordinates closings with stakeholders
• Prepares contracts, addendums, and mortgage releases as needed
• Approves HUDs and Settlement Statements
• Prepares and verifies mortgage payoffs accurately
• Plans and organizes day effectively
• Comments and follow-up task is completed inside CRM
• Consistently completes delegated CRM tasks to ensure no opportunity is left behind
• Assists executives with responsibilities of leasing and holding rental properties
• Assists team as needed when hiring new team members
• Assists team with implementing process improvement or new processes into the business.
• Order and maintain office supplies, and company apparel as needed.
• Maintain a comfortable and professional office environment for the team. This may include recommendations to improve the office environment and implementing your recommendations.

• Collect and document staff vacation time and sick days.
• Help Operation’s Manager on-board new hires.
• Help plan and coordinate cultural events for the team.

Weekly and monthly updates to company’s administrative, financial, and performance tracking spreadsheets and software systems.

• Assist Lead Manager and Operation’s Manager with reporting Key Performance Indicator’s in company’s Master Business Plan spreadsheet

• Update, document, and maintain company Google Drive, and SOP (Standard Operation Procedures) software.

• Electronically file company receipts in company Drive
• Report, track, and update company’s marketing campaigns and list data inside company’s Google Drive.

Issue all accounts payable within the agreed upon terms

• Review employee paystubs from HR before approving payroll to be processed
• Acquire and enter hourly employees time
• Keep track of and verify bonus structures for team members
• Submit payroll to HR or Financial Controller on-time
• Acquire and review team member reimbursement expenses before submitting to Operation’s Manage for approval
• Collect and save W9s from vendors, clients, and customers we are making payments to before submitting payments
• Accurately schedule lenders on payments based on promissory note terms
• Review vendor invoices and confirm service or materials have been received before submitting payments
• Submit payment to vendors with agreed upon terms based on company protocol

Become 100% Proficient on the tasks that the Operation’s Manager delegates to you.

• Documents, updates, and improves SOPs for new tasks that are implemented
• Takes pride in getting the job done right

BENEFITS AND COMPENSATION:

• Be part of a young and fast-growing company while working with a team of high-performers who love to work hard and play harder together!
• Create massive impact and solve-problems for a company with an already strong foundation.
• Mentorship and training from a high-performing real estate investor. Learn how to profitably invest in real estate a high-performing Indianapolis real estate investor.
• Base Bonus of $50,000 with additional Bonus Incentive at 100% of company goals.

REQUIRED EXPERIENCE

• 2 years’ experience supporting an executive in an administrative capacity or supporting the growth of an organization
• Previous experience supporting real estate transactions strongly preferred
• Strong work ethic, professionalism, confidentiality and good judgement
• Attention to detail with preference towards perfection
• Proactive at anticipating operational needs of an executive before waiting for the executive to react to drive activity.
• Outstanding written and verbal communication.
• Strong project management skills using Gsuite, Microsoft, Cloud Based software and CRM.
• Passion for continuous self-improvement and sharing best practices.

DOES THIS SOUND LIKE YOU?

If so please take the time to apply and if you are a good fit we will be in touch with you with the next steps for your application!'
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Additional Compensation:

• Bonuses

Administrative Duties:

• Scheduling
• Running errands
• Stocking supplies
• Sorting and sending mail
• Answering and routing phone calls
• Managing social media

Financial Duties:

• Expense reports
• Processing payments
• Billing
• Payroll
• Purchasing

Benefit Conditions:

• Waiting period may apply
• Only full-time employees eligible

Benefits:

• Paid time off

Ergonomic Workspace:

• Yes

Schedule:

• Monday to Friday
• 8 hour shift

Job Type: Full-time

Pay: $40,000.00 - $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Indianapolis, IN 46280: Reliably commute or planning to relocate before starting work (Required)

Work Location: In person

Salary : $40,000 - $50,000