Job Description

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

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 IDV's 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 IDV 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.

Administration

Transaction

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