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Job Title: Office Coordinator
Division: 1031 CORP.
Location: Collegeville, PA
Status: Full-Time In-Person Position

PURPOSE
As an Office Coordinator, you are the backbone of our daily operations, ensuring efficiency across administrative, financial, and client-service functions. You will collaborate with leadership, oversee office procedures, manage internal systems, and contribute to a positive work environment. You’ll be the first voice our clients hear and the first smile they see, setting the tone for their entire experience with us. You’re not just managing the office, you’re shaping first impressions, fostering a welcoming atmosphere, and ensuring seamless daily operations that keep our team and clients moving forward with confidence.

DUTIES AND RESPONSIBILITIES

1. Develop working knowledge of IRC § 1031, Treasury Dept. Deferred Exchange Regulations and company Standard Operating Procedures.
2. Professionally and efficiently greet and provide a pleasant experience to 1031 CORP. visitors and telephone callers, ensuring a seamless experience for clients and business partners.
3. Maintain and enhance office procedures to ensure smooth daily operations.
4. Oversee office supply procurement, vendor relationships, and inventory control while managing costs.
5. Ensure compliance with company policies and industry regulations, including secure handling of confidential data.
6. Manage office communications, including scheduling meetings, preparing agendas, and recording meeting minutes.
7. Assist exchange coordination teams by ensuring timely printing of documents.
8. Prepare monthly reports on client retention, referral sources, and key performance indicators.
9. Assist with the planning and coordination of educational seminars, ensuring cost-effective execution and seamless attendee experience.
10. Assist with the tracking of presentations, sponsorships and exhibit opportunities.
11. Represent 1031 CORP. at industry events, networking functions, and training seminars as needed.
12. Prepare birthday cards and various postcards for valued past clients.
13. Enter contacts in CRM databases (Microsoft Dynamics) for client, referral partner and transaction tracking.
14. Continuously improve administrative processes through automation, technology adoption and best practices.
15. Assist with additionally assigned tasks as needed.

KNOWLEDGE, SKILLS AND ABILITIES

1. Ability to efficiently answer multi-line telephone, transfer calls seamlessly to appropriate party or voice mail and take accurate messages.
2. Pleasant demeanor.
3. Ability to prioritize and work under pressure.
4. Demonstrated ability to meet team and corporate objectives.
5. Ability to communicate effectively both orally and in writing, in person and by telephone.
6. Good decision-making skills.
7. Experience in office administration, operations, or executive support within a professional services environment.
8. Strong organizational and multitasking abilities, with keen attention to detail.
9. Tech-savvy, proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with CRM systems (ACT! or Microsoft Dynamics preferred).
10. Exceptional communication skills, both written and verbal.
11. Analytical mindset with financial acumen to manage budgets, reports, and expenses.
12. Leadership qualities to manage and mentor administrative staff.

EDUCATION, EXPERIENCE AND LICENSING

1. Bachelor’s degree in business administration, finance, real estate, or a related field preferred.
2. Experience in real estate, title, banking, or legal environments.
3. Notary Public certification (or willingness to obtain).

CERTIFICATES, LICENSES, REGISTRATIONS
May require a Notary Public.

COMPUTER SKILLS
Familiarity with MS Windows, MS Word, MS Excel, MS Outlook for email, contact management, MS PowerPoint and the ability to find way around Internet.

PHYSICAL DEMANDS
Occasionally required to lift up to 25 pounds.

Title: Exchange Officer
FLSA Status: Exempt
Reports To: Branch Manager

PURPOSE
This position is responsible and accountable for ensuring the efficient facilitation of all 1031 exchange transactions in accordance with IRC Section 1031, Treasury Regulations, Rev. Proc. 2000-37, related tax law, and 1031 CORP. Standard Operating Procedures. Also responsible for ensuring a professional and error-free exchange experience for all clients and their professional agents and advisors.

1. Develop specific, measurable, attainable, relevant, and timely goals for advancing the 1031 CORP. mission and personal development. Goals are to be reviewed with manager quarterly and, if deemed appropriate, more frequently.
2. Responsible for all aspects of facilitating a forward, reverse, or construction exchange, including but not limited to consultation with client and professional advisors and agents, preparation of necessary documentation, instructions, and correspondences, coordination with appropriate parties, review of loan documents, recordation of discussions and necessary follow-up.
3. Conduct in-person and telephonic client consultations and attend closings, as needed.
4. Manage the day-to-day work and ongoing technical and administrative training of dedicated Exchange Coordinator, using corporate, industry, and regional resources.
5. Continue to expand expertise in Section 1031 and related tax law, real estate and title/escrow practices, and industry best practices through company, industry, and related industry educational opportunities.
6. Represent the Company at sales and networking events, as needed.
7. Conscientious about minimizing costs and maximizing profit.

1. Extensive knowledge of settlement procedures and title insurance. Extensive knowledge of residential and commercial real estate and lending practices. 
2. Ability to communicate effectively both orally and in writing, in person and by telephone.
3. Good negotiating and decision-making skills.
4. Knowledge of sound management practices to effectively direct, motivate, and counsel Exchange Coordinator(s). Ability to plan, assign, train, and evaluate the work of others.
5. Strong analytical and reasoning abilities.

EDUCATION, EXPERIENCE AND LICENSING 
Bachelor’s degree in business or related field preferred with significant experience in real property title, banking, law, or real estate. Customer service experience and keyboarding ability are necessary. Experience in a related field is helpful but not necessary.

CERTIFICATES, LICENSES, REGISTRATIONS
Requires a Notary Public. After three years in the exchange business, required to earn the Certified Exchange Specialist® designation offered through the Federation of Exchange Accommodators (FEA). 

COMPUTER SKILLS
Familiarity with Microsoft Windows, Word, Excel, Outlook and PowerPoint. Contact record management data experience is helpful.

PHYSICAL DEMANDS
Ability to travel to out-of-office consultations, closings, company meetings, seminars, and/or training. Occasional out-of-town and/or overnight travel is required as well as evening or weekend hours. Occasionally required to lift up to 25 pounds

Job Title: Bookkeeper
Position Type: Hybrid (Remote and On-Site)
Location: Collegeville, PA
Status: Part-Time (15 - 25 hours per week)

PURPOSE

The Bookkeeper plays a critical role in maintaining accurate and up-to-date financial records, ensuring that all transactions comply with legal and internal standards. This role is essential for the financial health and stability of the organization, supporting smooth operations and providing essential financial insights to management. The Bookkeeper will actively manage accounts payable (AP) and expense reporting processes, reconcile accounts, and collaborate with the Controller to ensure timely and accurate financial reporting.

1. Obtain and maintain thorough understanding of the financial reporting and general ledger structure.
2. Oversee processing of accounts payable and receivable items.
3. Oversee the entire accounts payable process, including:
   • Timely processing of invoices and vendor payments.
   • Managing vendor relationships and ensuring all payables are accurate and up to date.
4. Manage expense report submissions and processing, ensuring compliance with company policies and timely reimbursements.
5. Post transactions and other adjusting entries as required.
6. Ensure accurate and timely monthly and year-end closes.
7. Prepare and provide monthly financial information and management reports as needed.
8. Assist with payroll processing as needed.
9. Monthly reconciliations of all company accounts (operating, payroll, and exchange accounts).
10. Monthly reconciliation of exchange disbursement accounts.
11. Support annual budget development with Controller to ensure accuracy in tracking monthly progress against the budget.
12. Identify and recommend cost-saving opportunities.
13. Coordinate with the outside CPA at tax time and as needed throughout the year.
14. Provide additional support as needed.

KNOWLEDGE, SKILLS AND ABILITIES

1. Strong understanding of bookkeeping principles, AP processes, and expense management best practices.
2. Proficiency in QuickBooks is required.
3. Proficiency in MS Office, particularly Excel, for financial reporting and analysis.
4. Excellent organizational, interpersonal, and communication skills.
5. Ability to establish and maintain effective working relationships with internal team members and vendors.
6. Demonstrated ability to meet team and corporate objectives.
7. Good decision-making skills.

EDUCATION, EXPERIENCE AND LICENSING

1. Bachelor’s degree in accounting or a related field, with significant experience in accounting services.
2. Experience in a similar role, with a focus on AP and expense report management, is helpful.
3. Acceptable background for bonding.

PHYSICAL DEMANDS

1. Ability to drive to out-of-office company meetings, seminars and/or training. Occasional out of town and/or overnight travel required as well as evening or weekend hours. Occasionally required to lift up to 25 pounds.