Executive Assistant

Efird Appraisals

Charlotte (NC)

On-site

USD 52,000 - 76,000

Full time

6 days ago

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Benefits offered by this job

Health, Dental & Vision Insurance

Life Insurance

401k

Job summary

Efird Appraisals is seeking an organized, proactive Executive Assistant for our Charlotte, NC office. This full-time, in-office role supports leadership, the administrative team, and appraisers to keep operations running smoothly.

You will handle scheduling, orders, billing, and credentialing while maintaining confidentiality. The position offers opportunities to grow with an established appraisal firm and requires strong communication and multitasking in a fast-paced environment.

Qualifications

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 learning new software, systems, and processes.
Proficiency with Microsoft Office, including Outlook, Word, and Excel.
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.
Must be able to work full-time, in person at our Charlotte, NC office.

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.

Skills

Organized

Proactive

Dependable

Detail-oriented

Professional

Adaptable

Tech-savvy

Team player

Excellent communication

Education

Executive/Administrative support experience

Tools

Microsoft Office

Outlook

Word

Excel

QuickBooks

Job description

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.

What We're Looking For:

Extremely organized – You enjoy keeping track of details, deadlines, and moving pieces.
Proactive – You don't always wait to be told what needs to be done next.
Dependable – Your team can count on you to follow through.
Detail-oriented – Small errors matter in our industry, and you take pride in getting things right.
Professional – You communicate well and understand that you represent the company when interacting with clients and vendors.
Adaptable – Priorities can change quickly, and you can shift gears effectively.
Tech-comfortable – You are comfortable working across multiple systems and learning new software.
A team player – You are willing to jump in where needed and understand that successful operations require collaboration.

Key Responsibilities:

Executive & Administrative Support

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.

Appraisal Order Management

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.

Billing, Payroll & Accounts Receivable

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.

Appraiser & Employee Administration

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.

Office & Team Support

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.

Qualifications

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.
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.
Must be able to work full-time, in person at our Charlotte, NC office.

Efird Appraisals is an Equal Opportunity Employer.

This job description is intended to describe the general nature and level of work performed in this position. Responsibilities may evolve based on the needs of the company.

Why Join Efird Appraisals?

This is not a position where you will simply answer phones or complete repetitive administrative tasks. The Executive Assistant is an integral part of our operations and has direct involvement in keeping our clients, appraisers, and internal team organized and supported.

We value employees who take ownership of their responsibilities, bring ideas to the table, and look for ways to make our processes more efficient. For the right person, this role offers the opportunity to learn the appraisal and real estate industry while becoming an important part of an established and growing company.