Capital Markets Administrative Assistant at Hartman Income REIT

Posted in Admin - Clerical 12 days ago.

Type: Full-Time
Location: Houston, Texas

Job Description:

Your responsibilities:


  • Create and distribute reports and any updates as required by Manger.

  • Complete expense reports for department AMEX card; process vendor/conference invoices and requests for BD Rep Support as needed

  • Update and distribute team meeting agendas/handouts; set up Zoom; assemble and ship sales kits; coordinate logistics for regional client events as needed.

  • Maintain a variety of lists and other documents: top producing advisors and influencers, marketing catalogs and update marketing materials on AI Insight.

  • Daily Admittance Reporting – analyze escrow account and transfer agent data to prepare a daily report of pending sales, existing sales, and total sales on a monthly and year-to-date basis

  • Support your manager regarding Transfer Agents needs/requitements/compliance.

  • Execute and deliver on and additional duties as assigned by your manager.

  • Support Shareholder services as a backup to phone coverage as needed


  • Shareholder Communications - Execute and deliver information for shareholders—with a focus on obtaining a 60% eDelivery rate—to include the following touchpoints:

    • Quarterly newsletters for open and closed programs

  • Expense reports - complete expense reports for all department AMEX cards; process vendor / conference invoices and requests for BD Rep Support as needed

  • Third-Party Reporting – provide updated sales figures, Blue Sky status, etc. to third-party vendors.

  • Analyze and submit invoices for transfer agents as required; develop and maintain relevant SOPs; facilitate monthly meetings with transfer agents to discuss issues and concerns (maintain issues tracking and management document); manage approvals of DST FanMail requests

  • Office supplies and marketing giveaways - coordinate with office services on ordering office supplies and manage inventory of giveaways for conferences and client events.


  • Execute communications tactics – execute a variety of campaigns and communications: annually (win-back, top producers, Christmas); quarterly (new producer; updated filings); monthly (birthdays, anniversaries, value-add or product promotions); weekly (“Thanks for the business”, rep movement, Welcome Kits); and ad hoc (acquisitions/dispositions and congrats on 3rd party accolades)

  • Process monthly distributions and quarterly redemptions for all Hartman investment products; serve as liaison with transfer agent to execute shareholder requests; ensure timely completion and execute appropriate follow-up.

  • Maintain an online presence to enable self-service: links to transfer agents; key contacts; access to downloadable forms; access to latest shareholder communications; opt-in for eDelivery; links to assets in portfolio, etc.

  • Conference logistics & planning – work closely with the head of national accounts to implement logistics (including purchasing giveaways) for all conferences; reserve hotel rooms for attendees; register attendees; reserve dinner reservations / special event venue; send invitations for dinners; verify exhibit space; ship exhibit(s) and giveaways; edit ad template; send pre- and post-event communications.


  • Schedule earnings’ announcement process and subsequent shareholder webinars for public programs

  • Facilitate, coordinate and effectively follow-through review and approval for marketing materials; by obtaining required approvals from legal department, third-party managing broker dealer and obtaining FINRA letter(s)

  • Due Diligence meetings - work closely with the head of national accounts to implement logistics for all meetings; secure venue and make accommodations for social event; contact home offices to obtain approval to invite advisors; arrange flights, transportation, and reserve hotel rooms for attendees; coordinate with Hartman personnel as needed for building usage and property tours.

Who we are:

We are a powerful, 35-year-old brand that relies on biblical principles to achieve good success.  We strive for excellence in all that we achieve in the marketplace and in the community-at-large. As an organization, we serve our local community missions through volunteer work, and financial contributions to several non-profit organizations that are working to implement Christian values into the marketplace and in legislation. Not to brag, but we are the top performing REIT and plan to retain our status by buying commercial real estate that is under performing, creating value by improving the properties and increasing occupancy. In doing so, we will grow the company to $2 billion in assets by 2025 and $5 billion by 2030.

We can offer you:

  • A competitive total compensation package including a base salary, performance bonus and a robust package of health, retirement paid vacation benefits, shared savings and more.

  • A faith based corporate culture. We were ranked as a top place to work in Houston, find out why here:

  • Unlimited growth potential; we love to promote from within!

  • Professional Development, we believe the highest calling of leadership is the growth and development of people.

Hartman Management, is an equal opportunity employer and does not discriminate against otherwise qualified applicants on the basis of race, color, creed, religion, ancestry, age, sex, marital status, national origin, disability or handicap, or veteran status.

Your Experience and Skills:

  • Must have strong critical thinking skills, interpersonal communication skills, conflict resolution skills, be highly proactive and possess exceptional attention to detail.

  • 0-2 years of experience in a customer service role; H.S. diploma required (degree preferred); FINRA Series 99 a plus / two-year degree in communication preferred.

  • Experience with Transfer Agents / Transfer Agent Portals is a plus

  • Additional preferred experience in the following:  MS WORD, MS PPT, Goldmine CRM, YARDI, Constant Contact, ZOOM, SurveyMonkey, DST Fan,

  • MUST have good MS EXCEL skills / MUST have advanced MS OUTLOOK skills

  • Intermediate composition skills: ability and desire to learn and apply AP Style guidelines; strong grammar skills and ability to develop and edit a variety of content.

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