Remote Raven

Sales

• Assist Producers with quoting and binding policies
• Review applications and documentation for completeness and accuracy
• Attach emails and supporting documents within agency management systems
• Follow up with carrier underwriters and insureds to obtain missing information
• Monitor and track outstanding quotes and policy documents
• Set up new clients and policies in Applied EPIC
• Enter and verify data in Indio and other internal systems
• Maintain organized digital files and documentation
• Perform quality checks to ensure data accuracy and compliance
• Communicate with carrier underwriters regarding missing information, quote revisions, and binding confirmations
• Follow up with insureds for documentation and required forms
• Ensure timely response and turnaround on requests

Sales Coordinator – Support

Accountant

• Register newly acquired properties with the HOA by completing and submitting HOA-specific forms
• Register new residents with the HOA by completing and submitting HOA-specific forms
• Support HOA-related documentation and tracking
• Review and enter bills and invoices into AppFolio accurately and on time
• Resolve bills and invoices placed on hold in a timely manner
• Process HOA statements and reconcile balance discrepancies
• Ensure proper documentation and clean recordkeeping for all transactions
• Run ADRE compliance reports and upload documentation into Google Docs
• File and pay Transaction Privilege Tax (TPT) as required
• Maintain organized files for compliance-related reporting and audits
• Coordinate turning utilities on/off for properties as needed
• Code accounting entries in QuickBooks
• Support additional accounting and administrative projects as assigned

Property Management Accountant

Executive Assistant

• Manage incoming and outgoing calls, from the CEO often while he is driving.
• Handle emails, prioritize messages, and draft replies when needed.
• Schedule and confirm appointments—client meetings, networking calls, and personal matters.
• Maintain communication through Telegram for daily coordination.
• Input project details and bids into Houzz (or Buildertrend-equivalent software).
• Manage information flow between the CEO, clients, vendors, and the office team.
• Use Office 365, SharePoint, and CompanyCam to track and organize documents, photos, and communication.
• Coordinate with the Office Manager and Sales Consultant for bid tracking and project updates.
• Prioritize tasks effectively based on urgency and importance.
• Take ownership of follow-ups and ensure no detail is missed.
• Support the CEO with occasional special projects or personal errands as needed.

Marketing

• Manage projects, tasks, and timelines using **Monday.com** and other project management tools
• Coordinate deliverables across internal teams and ensure deadlines are met
• Track project status, follow up on open items, and maintain organized documentation in **Google Drive** and **HoneyBook**
• Support the Marketing Manager with planning, prioritization, and execution of marketing initiatives
• Execute daily social media posts for multiple brands and client accounts
• Design and publish social media graphics using **Canva**
• Schedule and post content across:
• Instagram
• Facebook
• TikTok
• LinkedIn
• YouTube
• Maintain posting consistency and platform formatting standards
• Create infographics and visual assets for podcast and brand content
• Edit and upload podcast and video content to:
• Spotify
• Buzzsprout
• YouTube
• LinkedIn
• Add timestamps and format descriptions appropriately for publishing platforms
• Support Faceology and MM Inc podcast production workflows
• Create visuals and formatting for newsletters using **Mailchimp** and **Canva**
• Support layout and branding for the Faceology newsletter
• Assist with email campaign execution and formatting
• Assist with content and asset management within:
• Kajabi
• Mailchimp
• HoneyBook
• Support landing pages, client materials, and internal marketing documentation

Marketing Assistant – Coordinator

• Post and review **business transactions** and verify financial data for accurate association accounting records
• Maintain the accuracy and integrity of **general ledger accounts**
• Prepare and deliver **monthly financial statements and reports** for association boards and management
• Produce analyses of accounts and prepare **monthly variance and reconciliation reports**
• Maintain and organize **historical financial records**
• Perform **monthly bank reconciliations** for operating, reserve, and trust accounts
• Reconcile system-generated reports with general ledger and financial statements, including:
• - Accounts Receivable
• - Due Back reconciliations
• - Prepared bank reconciliations
• Post **adjusting journal entries** as required or requested by management or boards
• Post debit card receipts and process transfers to replenish accounts as needed
• Track all payments and expenditures including payroll, purchase orders, invoices, and statements
• Enter monthly loan statement payments and allocate between **principal and interest**
• Transfer funds between bank accounts for:
• - Monthly reserve transfers
• - Funding and operational needs
• Work with banks to:
• - Open and close association accounts
• - Purchase and manage **CD / CDAR investments**
• Ensure financial records are audit-ready and compliant for **reporting, auditing, and tax purposes**
• Provide periodic financial reports and documentation as requested
• Support audit preparation and external CPA coordination
• Maintain strict adherence to HOA accounting standards and internal controls
• Escalate questions or uncertainties to the **APM CPA or Controller** before posting or reporting
• Avoid assumptions and ensure extra care when preparing HOA financial statements
• Collaborate closely with managers, boards, and finance leadership
• Perform additional projects and special assignments as directed by supervisor

Certified Public Accountant – HOA

Customer Success Manager

• Build and maintain targeted prospect lists based on our Ideal Client Profile (ICP)
• Identify decision-makers (HR, Payroll, Operations leadership) and confirm they’re current
• Research businesses and prioritize best-fit targets for outreach and in-person drops
• Enrich accounts and contacts with missing fields (titles, emails, phone numbers, locations, employee count, etc.)
• Validate data accuracy (correct addresses, correct office locations, company status, role confirmation)
• Verify that the person we want to meet actually works in that office (not remote, not outdated)
• Create/update leads, contacts, accounts, and deal records in Zoho CRM
• Maintain clean pipeline stages, next steps, tasks, and follow-up dates
• Log activities and ensure every lead has an owner, status, and next action
• Build simple CRM reports/dashboards as needed (activity, pipeline health, campaign performance)
• Create, schedule, and send outbound campaigns (email sequences and/or light multi-touch)
• Segment lists, manage suppression lists, and ensure compliance with best practices
• Track performance metrics (open/reply rates, meeting conversions) and recommend adjustments
• Coordinate follow-up workflows so no warm lead falls through the cracks
• Build “visit-ready” target lists with verified addresses and best times to stop by
• Map/optimize routes for efficient drop days (clusters by area)
• Prep briefing notes for each stop: who to ask for, what they care about, context/history
• Calendar management for the CEO

Sales Assistant – Outbound, CRM, Campaigns

Procurement

• Data entry of purchase orders for component parts, outside processing services, and finished goods
• Ensure all purchase orders include accurate costs, specifications, and delivery dates before submission
• Maintain detailed process notes from the company ERP system on all outside processing purchase orders
• Communicate purchase order changes, rejections, and delivery date updates to all relevant stakeholders
• Maintain positive, professional relationships with vendors through courteous phone and email communication
• Monitor vendor compliance with purchase order costs, delivery dates, and terms and conditions
• Obtain multiple quotes for new purchase requests to ensure competitive pricing
• Work with the General Manager to address vendor performance issues and eliminate non-compliant practices
• Follow up on rejection reports and coordinate replacement of rejected materials
• Support cost reduction initiatives by helping to source products at the lowest possible cost without compromising quality
• Escalate any cost increases to the General Manager for approval prior to issuing purchase orders
• Work to eliminate unnecessary charges such as lot fees on outside processing orders
• Utilize historical pricing data appropriately while remaining vigilant about outdated costs
• Conduct weekly follow-ups on late purchase orders every Friday using system-generated reports
• Initiate follow-up emails to vendors regarding outstanding deliveries
• Use calendar reminders and task management tools to track outstanding items
• Update the ERP system promptly to reflect delivery date changes and material rejections
• Keep production, planning, and other departments informed of procurement status
• Develop and maintain knowledge of materials (tubing, flat bar, sheet metal, fasteners, etc.) and their applications
• Take detailed notes to build expertise in vendor relationships and purchasing processes
• Participate in collaborative problem-solving with the team to address challenges
• Focus on root cause analysis to prevent recurring issues
• Support just-in-time and Economic Order Quantity (EOQ) inventory management practices

Purchasing Assistant

Designer

• Assist with cabinet design software (e.g., 2020 Design) and draft floor plans
• Prepare 3D renderings and visual presentations for client meetings
• Support layout planning and space utilization
• Contribute creative ideas to improve design quality and presentation
• Obtain quotes for cabinetry, countertops, tile, plumbing, flooring, and other materials
• Begin and update bid calculations, including square footage and material specifications
• Assist designers with pricing and material selections
• Create, maintain, and update project job books
• Order project materials and track deliveries
• Maintain organized project files and documentation
• Stay current on product lines, materials, and finish trends
• Maintain clear communication with designers, vendors, and clients
• Coordinate with vendors regarding pricing, availability, and lead times
• Support a collaborative, team-oriented work environment
• Adapt to changing priorities and project timelines

Design Assistant

Recruitment

• Manage multiple job openings simultaneously, screen and move candidates efficiently through the hiring process.
• Source qualified candidates using Indeed, LinkedIn, and other sourcing platforms.
• Serve as the primary point of contact for candidates throughout the hiring lifecycle.
• Conduct structured phone and video interviews.
• Record and submit video interviews for client review.
• Support assessment-based hiring, including DISC and other evaluation tools.
• Prepare and send complete candidate packages to internal stakeholders and/or clients.
• Ensure all candidate documentation is accurate, organized, and client-ready.
• Assist with reference check calls.
• Support offer coordination and candidate communication during the offer stage.
• Maintain accurate candidate trackers and update statuses in real time.
• Follow up with candidates to ensure timely completion of hiring steps.
• Support client hiring updates with accurate data.
• Support additional responsibilities beyond recruitment as business needs evolve.

Recruiter

• Fully manage the Executive’s calendar, coordinating across time zones, investments, leadership teams, and personal commitments.
• Protect focus time and optimize scheduling based on energy, priority, strategic value, and long-term planning.
• Anticipate conflicts and proactively reschedule or consolidate meetings.
• Set agendas, prepare briefing packets, and coordinate meeting follow-up.
• Build intelligent email systems that sort and triage incoming messages to appropriate folders, levels of priority, or response pathways.
• Draft, refine, and respond to messages on behalf of the Executive using context, tone, and sound judgment.
• Function as a first-line filter, screening inbound requests, managing follow-ups, and when appropriate, conducting first-touch calls with partners, vendors, or stakeholders.
• Maintain clear records of communication threads, decisions, and commitments.
• Conduct focused research on people, companies, opportunities, and market context ahead of meetings or calls, gathering key facts, relational insight, and relevant financial or strategic background.
• Prepare clear, executive-ready briefings summarizing who we’re meeting, why it matters, what they want, and what we should know, including talking points, risks, and recommended positioning.
• Anticipate information needs before meetings and follow up after by capturing key decisions, commitments, next steps, and assigned actions.
• Produce high-quality, professional deliverables using PowerPoint, Word, Excel, or other tools including board presentations, investor updates, loan communications, and strategic proposals.
• Demonstrate financial literacy, including working knowledge of balance sheets, income statements, and cash flow reports.
• Assist with financial modeling, recap summaries, deal structures, and performance tracking across ventures.
• Build foundational systems for managing follow-through, task tracking, email organization, document control, scheduling, and accountability.
• Develop sustainable workflows for both recurring and ad hoc tasks.
• Use intuition and judgment to refine how systems evolve as the business grows.
• Plan and coordinate professional and personal travel, including itineraries, lodging, meetings, scheduling, and dining arrangements.
• Support the Executive while traveling coordinating with leadership teams, managing priorities, and maintaining communication continuity.
• Serve as a professional liaison with investors, leadership teams, bankers, vendors, and project partners.
• Occasionally interface with guests at short-term rental properties to resolve minor issues, including after-hours when necessary.
• Represent the Executive on Zoom calls, vendor introductions, or investor communications, when appropriate.

• Perform full-cycle bookkeeping
• Record and maintain accurate financial transactions
• Maintain the general ledger
• Prepare financial statements (Income Statement, Balance Sheet, etc.)
• Manage Accounts Payable and Accounts Receivable
• Perform bank and credit card reconciliations
• Monitor budgets and track variances
• Manage expense tracking and reporting
• Support tax preparation and compliance activities
• Assist with audits and financial reviews
• Prepare and manage invoicing
• Screen and manage emails
• Maintain and organize the company Dropbox file system
• Manage calendars, reminders, and scheduling
• Support general administrative tasks as assigned
• Assist with new hire onboarding paperwork
• Track PTO and sick time
• Process weekly payroll through ADP
• Maintain basic employee records and documentation
• Set up and maintain project folders
• Assist with basic construction documentation
• Support job costing activities
• Manage and track insurance requests
• Assist with bid management and tracking

Accountant, Admin Assistance

• Manage calendars, appointments, and reminders
• Coordinate meetings and follow-ups
• Manage email inboxes, including:
• Filtering and deleting junk
• Flagging and prioritizing important messages
• Drafting and responding to emails as needed
• Handle general administrative tasks and ongoing follow-ups
• Assist with sourcing FFE for design projects
• Track all FFE orders and delivery timelines using design studio software
• Maintain organized order logs and vendor records
• Provide clients with regular updates on order status and deliveries
• Assist with client correspondence and updates
• Send project updates and order tracking information
• Support project organization and documentation within design systems
• Plan and manage a social media content calendar
• Respond to social media messages and comments
• Assist with editing videos and reels
• Edit and organize before-and-after photos for posting
• Help maintain brand consistency and visual storytelling
• Research and book travel (flights, hotels, transportation)
• Schedule personal appointments as requested
• Assist with special projects, research, and ad-hoc personal tasks

Admin, Personal Assistant

• Provide daily overviews of meetings and priorities, ensuring leadership is prepared and aligned
• Understand the executive’s day-to-day flow and anticipate needs
• Assist with client emails and communications when needed
• Manage and send documents via DocuSign
• Scheduling candidate interviews
• Other tasks as they come up
• Send client status updates every 7 business days
• Manage active searches, including:
• Setting benchmarks for each new search
• Tracking urgency and progress
• Draft and send client introduction emails and Search Is Live emails
• Understand and act on client priority and importance
• Manage Workable, including:
• Adding new clients
• Removing inactive clients
• Creating, editing, and closing job postings
• Maintain overall ATS accuracy and hygiene
• Verify candidate credentials (CDDs) once candidates pass the 4th interview stage
• Coordinate Culture Index or other client assessment for candidate results
• Assist the Operations team with non-urgent tasks, follow-ups, and documentation
• Collaborate closely with Recruitment and Operations teams to ensure alignment
• Help track tasks, deadlines, and handoffs between teams
• Support operational reporting and process follow-through
• Manage SharePoint, including job description organization and version control
• Maintain clean, consistent documentation across systems
• Ensure accuracy of internal and client-facing materials

Sales Coordinator – Support

Property Management Accountant

Executive Assistant

Marketing Assistant – Coordinator

Certified Public Accountant – HOA

Sales Assistant – Outbound, CRM, Campaigns

Purchasing Assistant

Design Assistant

Recruiter

Executive Assistant

Accountant, Admin Assistance

Admin, Personal Assistant

Executive Assistant – Operations Coordinator