Executive Assistant

Efird Appraisals•Charlotte, NC

1d•Onsite

About The Position

Efird Appraisals is a well-established real estate appraisal firm serving clients throughout North and South Carolina. For more than 40 years, we have built our reputation on professionalism, reliability, quality work, and exceptional client service. We are looking for a highly organized, dependable, and proactive Executive Assistant to join our team. This is a full-time, in-office position located at our Charlotte, North Carolina office. This is not a remote or hybrid position. This position plays an important role in keeping our day-to-day operations running smoothly and will work closely with company leadership, our administrative team, and our appraisers. The ideal candidate is someone who takes initiative, pays close attention to detail, communicates professionally, and can confidently manage multiple priorities in a fast-paced office environment. This is a great position for someone who enjoys being the person behind the scenes who keeps everything organized and moving forward.

Requirements

Previous experience as an Executive Assistant, Administrative Assistant, Office Coordinator, Operations Assistant, or similar role preferred.
Strong organizational and time-management skills with exceptional attention to detail.
Ability to manage multiple priorities and deadlines without losing track of details.
Excellent written and verbal communication skills.
Strong customer-service mindset and professional demeanor.
Comfortable communicating with clients, appraisers, vendors, and company leadership.
Ability to work independently, take initiative, and recognize what needs to be done without constant direction.
Strong judgment, problem-solving skills, and willingness to ask questions when appropriate.
Ability to handle confidential and sensitive information with discretion.
Comfortable learning new software, systems, and processes.
Proficiency with Microsoft Office, including Outlook, Word, and Excel.
Must be able to work full-time, in person at our Charlotte, NC office.

Nice To Haves

Experience with QuickBooks is preferred.
Experience in real estate, appraisal, mortgage, banking, legal, or another deadline-driven professional services environment is a plus but not required.

Responsibilities

Provide day-to-day administrative support to company leadership and the appraisal team.
Assist management with special projects, reports, correspondence, and other administrative needs.
Manage incoming phone calls, emails, messages, and general client inquiries in a professional and timely manner.
Maintain organized electronic records, files, and company documentation.
Assist with scheduling meetings, coordinating calendars, and taking meeting notes as needed.
Help identify outstanding items and proactively follow up to ensure deadlines and commitments are met.
Handle sensitive company, employee, client, and financial information with professionalism and confidentiality.
Enter new residential and commercial appraisal orders into the company's appraisal management system.
Enter and track commercial appraisal bid and quote requests.
Review incoming orders for required information and request missing documentation, contracts, access information, or other necessary details from clients.
Update appraisal orders with client communications, calls, messages, status updates, and other relevant information.
Monitor overdue reports, outstanding revisions, and other pending items and follow up as necessary.
Assist with processing and organizing completed appraisal reports and maintaining electronic workfiles.
Help ensure appraisal orders move efficiently from initial receipt through completion.
Prepare and process client invoices through QuickBooks and company systems.
Reconcile payroll information on a bi-weekly basis and assist with resolving discrepancies.
Review aging and accounts receivable reports and assist with following up on outstanding payments.
Process incoming checks and deposits and maintain accurate payment records.
Assist management with basic financial and operational reporting as needed.
Assist with onboarding new employees and appraisers, including system setup, documentation, training coordination, and administrative follow-up.
Manage appraiser panel applications and sign-ups with lenders, AMCs, and other clients.
Maintain and update appraiser licenses, E&O insurance, certifications, and other credentials across company and client portals.
Track license renewals and other credentialing deadlines to ensure records remain current.
Assist with continuing education documentation and other compliance-related administrative tasks.
Help maintain an organized, professional, and welcoming office environment.
Monitor office and breakroom supplies and coordinate replenishment as needed.
Assist with employee recognition, including birthday and employment anniversary cards.
Assist with company social media posts, email campaigns, client communications, and other marketing initiatives as needed.
Coordinate mail, packages, office supplies, and occasional company errands.
Assist with additional administrative and operational projects as assigned.