Chief of Staff (Job ID: JENGOL1EA)

ROLE DETAILS JOB TITLE Chief of Staff JOB ID JENREG1EA INDUSTRY Real Estate Development & Design LOCATION South Africa or LATAM JOB STATUS Full Time WORK SCHEDULE Monday to Friday, 8:00am to 5:00pm Eastern Time SALARY $4000 per month TARGET START DATE Role overview About the client The client is a dynamic multi-entity family office and serial entrepreneur operating across four distinct market sectors: Real Estate Investment & Development: A portfolio of cash-investment residential properties across multiple regions, managed under individual entity structures alongside property management for outside owners. Boutique Interior Design & Contracting: A boutique interior design practice specializing in high-end residential projects, turnkey furnishing, and property contracting. Boutique Fitness & Wellness: A fast-growing infrared fitness studio brand with locations across key markets undergoing strategic expansion, corporate structuring, and location rollouts. Personal & Family Office: Family office administration, executive scheduling, and personal household logistics. The business operates with a small, high-touch core team—including licensed brokers, property accountants, bookkeepers, and studio managers. The Managing Partner requires a central partner to maintain cross-business oversight, streamline administrative follow-through, and bridge operational gaps across all four sectors. About the role As the Chief of Staff, you will serve as the primary point of organizational accountability and central connective tissue across all four business entities and personal operations. You are the "layer above and between" the Managing Partner, external accountants, bookkeepers, studio managers, contractors, and clients—ensuring information is gathered, organized, updated, and dispatches to the right people on time. You will manage executive priorities, oversee property management logistics, support back-office design procurement, monitor fitness expansion deliverables, and handle high-level executive and personal administration. As you demonstrate capability, the role will expand to include light marketing, client outreach, and broader operational management to drive business growth and client retention. BUSINESS AREA HOURS ALLOCATION KEY RESPONSIBILITIES & SCOPE 1. Real Estate & Property Baseline: 10 hrs/wk Swing: 6–16 hrs Master Property Registry maintenance Monthly utility close & statement reviews Tenant/vendor communications & access Turnover SOPs & lease renewals 2. Design & Contracting Baseline: 10 hrs/wk Swing: 6–14 hrs Project back-office & budget tracking Purchasing, orders & trade logistics Client invoicing & vendor matching CRM marketing & portfolio updates 3. Fitness Brand Baseline: 10 hrs/wk Swing: 6–14 hrs Investment & reimbursement tracking Corporate entity & lease compliance Build-out & expansion tracking Agency & marketing follow-through 4. Executive & Family Admin Baseline: 10 hrs/wk Swing: 6–12 hrs Calendar triage & focus protection Family appointments & logistics Travel itineraries & household admin Key responsibilities 1. Real Estate Investment & Property Management Coordination Master Property Registry: Maintain a current master database across all properties (holding entities, tenant details, rent schedules, security deposit holdings, lease expiration alerts at 120/90/60 days, insurance policies, tax appeal timelines, and utility logins). Monthly Utility Close: Download, review, flag variance (>20% spikes), and reconcile monthly statements across all owner-paid utilities by the 7th of every month for the bookkeeper. Standard Operating Procedures (SOPs): Write and execute SOPs for acquisitions, tenant move-in/move-out workflows, utility transfers, lease renewals, and maintenance requests. Property Administration: Field tenant and vendor requests, coordinate property access, manage insurance/permit renewals, and log property maintenance/markup fees. 2. Boutique Interior Design Practice Support Project Back-Office: Set up and maintain project files, scope sheets, vendor contracts, and decision logs for all active interior design jobs. Purchasing & Logistics Tracker: Track all orders from procurement to delivery (SKUs, deposits, delivery dates, damage reports, and storage logistics). Budget & Invoicing Control: Perform weekly updates on budget vs. committed spend; draft client invoices, reconcile vendor receipts, and pass coded records to the financial team. Marketing & Client Outreach: Compile project photos, maintain the CRM database, draft client check-ins, coordinate project photography, and manage digital portfolio updates during lull periods. 3. Fitness & Wellness Business Operations Support Investment & Capital Tracking: Maintain a clear ledger of capital contributions, member loans, and business expenses; ensure all brand-related spend is executed on dedicated business cards. Corporate & Compliance Records: Track studio LLC entities, lease terms/options, insurance renewals, and legal agreements. Expansion & Build-Out Logistics: Maintain project timelines, site evaluation files, contractor schedules, and grand-opening checklists for new studio locations. Agency & Marketing Follow-Up: Monitor external marketing, PR, and ad agencies against agreed deliverables, timelines, and scope. 4. Executive & Personal Administration Calendar Management: Triage, structure, and protect the Managing Partner’s calendar; confirm daily appointments, resolve conflicts proactive of client meetings, and block focus time. Family Logistics & Personal Admin: Coordinate recurring family appointments, school calendars, travel itineraries, household vendors, and personal renewals with absolute discretion. Inbox & Triage Management: Monitor primary inboxes, flag priority action items, and draft responses to maintain timely follow-up. Operating Cadence & AI Tooling Daily Morning Brief: Deliver a daily summary det… Read the full description on Himalayas.