Job Description

We are seeking an experienced, highly organized, and hands-on Chief Administrative Officer (CAO) to oversee the administrative, financial, and operational functions of our real estate lending and investment business.

The Chief Administrative Officer will work closely with executive leadership and serve as a key point of coordination across accounting, loan operations, banking, compliance , and general business administration. This position requires someone who can operate at both a strategic and detailed level—developing and improving processes while also being willing to step in and manage day-to-day operational matters when necessary.

The ideal candidate has a strong background in accounting, finance, business administration, or real estate lending and is comfortable managing multiple areas of responsibility in a fast-paced environment where accuracy and attention to detail are essential.

Key Responsibilities

Executive & Administrative Leadership

• Work closely with executive leadership to implement company priorities and operational initiatives
• Coordinate tasks across accounting, lending, servicing, and administrative functions
• Manage special projects and strategic initiatives on behalf of executive leadership
• Ensure deadlines, reporting requirements, and operational priorities are appropriately tracked and completed
• Serve as a central point of coordination between executives, employees, outside professionals, vendors, borrowers, and other business partners

Financial & Accounting Oversight

• Oversee accounting and financial administration
• Review financial records, reconciliations, cash activity, and supporting documentation
• Manage accounts payable and accounts receivable functions
• Monitor banking activity and cash management
• Coordinate monthly, quarterly, and annual financial reporting
• Work with internal accounting personnel and outside accountants, CPAs, auditors, and tax professionals
• Maintain strong internal financial controls and accurate supporting records
• Assist executive leadership with financial analysis, budgeting, and business planning

Loan & Portfolio Operations

• Prepare portfolio reports for management
• Monitor loan balances, interest accruals, fees, reserves, payments, and payoffs
• Manage loan servicing schedules and portfolio reporting
• Monitor loan maturities, insurance requirements, property taxes, reserves, and other critical loan requirements
• Coordinate loan processing, closing, servicing, modifications, payoffs, and other loan-related activities
• Review loan and transaction documentation for completeness and accuracy
• Coordinate with borrowers, brokers, escrow and title companies, attorneys, lenders, and other transaction parties

Investor Relations & Fund Administration

• Oversee day-to-day investor relations and serve as a primary administrative point of contact for existing investors
• Coordinate investor communications, inquiries, requests, and follow-up
• Coordinate the preparation and distribution of periodic investor statements, reports, notices, and other communications
• Work closely with accounting and executive leadership to ensure investor reporting accurately reflects fund activity and financial performance
• Coordinate investor subscriptions, capital contributions, distributions, redemptions, and other investor-related transactions
• Assist with investor onboarding, including documentation, account setup, and completion of required administrative processes

Qualifications

• Bachelor's degree in Accounting, Finance, Business Administration, or related field preferred
• 3+ years of experience in business administration, accounting, finance, operations, investor relations, real estate, lending, or a related field
• Experience with real estate lending, banking, mortgage servicing, or commercial finance is strongly preferred
• Strong understanding of accounting principles and financial reporting
• Advanced proficiency in Microsoft Excel
• Experience with QuickBooks or other accounting software
• Exceptional organizational skills and attention to detail
• Ability to manage multiple priorities while meeting deadlines
• Strong written and verbal communication skills
• High level of professionalism and discretion when handling confidential financial information

Preferred Experience

• Private lending or investment management
• Investor Relations
• Loan servicing or portfolio administration
• Financial reporting and reconciliations
• Accounting
• Cash management and banking operations

What We're Looking For

The ideal candidate is proactive rather than reactive, recognizes issues before they become problems, and enjoys creating systems that make an organization more efficient. This role is well suited for someone who is highly dependable, financially savvy, detail-oriented, resourceful, and comfortable working closely with executive leadership.

Compensation

• Salary: $75,000 – $100,000 depending on experience
• Performance-based bonus opportunity

Benefits

• 401(k)
• Health, dental & vision insurance
• Paid time off

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