Company Description

HB Capital is a leading national capital advisory firm specializing in debt and equity capital placements for commercial real estate investors and developers. We provide tailored financing solutions for diverse projects, including new construction, value-add repositioning, and equity unlocking from stabilized assets. With deep expertise in commercial real estate and strong connections in the capital markets, we offer loan products such as construction loans, bridge loans, SBA and CMBS loans, and private capital solutions. Known for speed, creativity, and reliability, HB Capital serves clients in various asset classes like industrial, retail, mixed-use, multifamily, and land with loan sizes ranging from $2M to over $200M.

The Opportunity:

We’re seeking a highly organized, proactive Office Manager / Operations Lead to become the central nervous system of the business.

You will help manage communications, operations, CRM, marketing execution, virtual assistants, projects, vendors, and administrative logistics — freeing leadership to focus on growth, relationships, and strategy.

This role is ideal for someone who:

Thinks three steps ahead, and moves fast with urgency
Loves ownership and accountability
Enjoys structure, systems, and follow-through
Is tech-savvy and excited by AI, automation, and optimization
Wants to grow with a founder-led company

Key Responsibilities

Operations & Executive Support

Manage all incoming messages (email, text, DMs, phone calls)
Answer and route inbound phone calls professionally
Book meetings, manage calendars, coordinate travel and flights
Organize Dropbox and internal documentation
Assist with processing real estate closings and transaction coordination
Support leadership with day-to-day execution and prioritization

CRM & Lead Management

Add and manage leads in the CRM
Ensure all leads are followed up with promptly
Audit CRM activity and hold team members accountable to updates
Follow up internally to confirm meetings, notes, and next steps are logged
Help maintain clean, accurate data and workflows

Marketing & Communications

Create Canva flyers and marketing materials
Schedule and post content to social media platforms
Write, schedule, and send newsletter and email campaigns
Assist with content coordination and brand consistency

Team & VA Management

Hire, onboard, and manage virtual assistants
Audit VA hours, performance, and deliverables
Create SOPs, task lists, and performance standards
Manage projects across internal team members and contractors

Systems, Vendors & Innovation

Coordinate with vendors and service providers
Explore, test, and implement new AI tools and automation
Improve workflows, systems, and internal efficiency
Identify bottlenecks and proactively propose solutions

Who You Are

Exceptionally organized with strong attention to detail
Clear, professional communicator (written and verbal)
Comfortable managing multiple priorities without dropping balls
Tech-savvy (CRM, Google Workspace, Canva, Dropbox, scheduling tools)
Confident managing people, projects, and deadlines
Discretion, integrity, and professionalism are non-negotiable
Experience in real estate, finance, or entrepreneurship is a plus — not required
You take pride in being the person everything runs through

What Success Looks Like

Leadership inboxes and calendars are calm, organized, and controlled
CRM is clean, updated, and actively used by the team
Leads are followed up with quickly and professionally
VAs are productive, accountable, and aligned
Marketing execution is consistent and polished
Projects move forward without constant reminders
The company runs smoother because you’re in the seat

Why This Role Is Special

Work directly with a high-performing CEO and founder
Real ownership and influence inside a growing firm
Exposure to commercial real estate, capital markets, and entrepreneurship
Opportunity to grow into a senior operations or chief of staff-type role
Culture built on trust, accountability, excellence, and growth

How to Apply

Please submit:

Your resume
A short note explaining why you’d be exceptional in this role
Examples of systems, teams, or projects you’ve managed (if applicable)

Only candidates who thrive in fast-paced, high-standards environments should apply.

Benefits:

Flexible schedule, work from anywhere
This is a 1099 Position

Experience:

Office Manager/ Executive Assistant: 2 years minimum (Required)

Language:

English (Required)
Work Location: Remote

HB Capital

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