Real Estate Operations & Admin Coordinator - 19475

Location: Remote

Schedule: Full-time | Meaningful U.S. Pacific Time business hours overlap required

Compensation: Based on experience and candidate capability

Industry: Real Estate Investment | Asset Management | Property Operations | Commercial Real Estate

Company: Confidential Real Estate Investment Firm

 

We are a real estate investment firm focused on acquiring, improving, and operating commercial real estate assets. Our team oversees acquisitions, asset management, leasing coordination, property operations, investor administration, lender document requests, financial administration, and internal operating systems.

The company operates with a lean, entrepreneurial, and detail-oriented team. We are seeking a highly organized Real Estate Operations & Administrative Coordinator to support day-to-day execution across documentation, task tracking, property operations, invoice coordination, file management, contact records, follow-up lists, and recurring internal workflows.

This is not a traditional virtual assistant role limited to scheduling and inbox management. It is also not a senior strategy or decision-making role. It is an operations and administrative support role for someone who is reliable, detail-oriented, proactive, and comfortable managing recurring business processes once trained.

The Real Estate Operations & Administrative Coordinator will work closely with firm leadership and internal team members to keep operational workflows, documentation, contact records, task lists, financial coordination, and internal systems organized.

The ideal candidate is structured, responsive, organized, and comfortable working across multiple workstreams at once. This person should be able to track open items, maintain clean records, follow up with internal and external parties, update systems, compile status lists, and ensure important details do not fall through the cracks.

A background in real estate, property management, finance administration, executive support, or professional services is strongly preferred.

This role is administrative and operational support. It is not a deal underwriting role, investor communication drafting role, transaction leadership role, or independent decision-making role.

The right person enjoys execution, organization, follow-through, documentation, and process management more than strategy or analysis.

• Track open tasks, deadlines, follow-ups, and recurring business obligations
• Maintain task management systems, project trackers, and operating checklists
• Follow up with internal team members, vendors, brokers, accountants, insurance contacts, lenders, and other stakeholders
• Compile weekly status lists from existing trackers showing open items, completed items, and upcoming deadlines
• Help maintain SOPs, templates, recurring workflows, and internal processes
• Organize information so leadership has visibility into what is pending, complete, or at risk

• Maintain organized property files, vendor records, lease documents, insurance documents, contracts, invoices, reports, and correspondence
• Support administrative workflows across active properties, leasing activity, vendor coordination, insurance renewals, and property-level projects
• Assist with tracking lease expirations, tenant follow-ups, renewal dates, insurance certificates, vendor contracts, and property-related deadlines
• Support lender document requests under leadership direction
• Coordinate document requests and follow-ups with brokers, vendors, property managers, accountants, consultants, and other third parties
• Assist with diligence document organization under team direction during active acquisitions

• Maintain organized contact records, follow-up lists, and relationship notes for brokers, investors, lenders, vendors, tenants, consultants, and other business contacts
• Update contact notes, call notes, follow-up dates, and relationship history
• Maintain investor contact records, distribution logs, and related administrative records
• Track deal leads, broker conversations, investor conversations, and recurring outreach items
• Help keep pipeline, contact, and follow-up information accurate, organized, and easy to review
• Assist with light research and data entry related to properties, contacts, companies, and markets

• Track incoming invoices, receipts, payment requests, and expense documentation
• Coordinate with bookkeepers, accountants, and internal team members to ensure financial records are organized
• Help organize documents for reporting, lender compliance, insurance, tax, and accounting purposes
• Support basic budget tracking, expense coding, invoice routing, and document collection
• Maintain clean digital records across Microsoft 365, including Outlook, OneDrive, Excel, and shared folder systems, as well as QuickBooks or other administrative platforms as needed

• Help leadership stay organized across multiple properties, opportunities, and active business priorities
• Support special projects related to systems, process improvement, reporting, and business operations

• 3+ years of experience in operations support, administrative coordination, executive support, project coordination, real estate administration, property management administration, finance administration, or a related role
• Excellent written and spoken English
• Strong organizational skills and high attention to detail
• Ability to manage multiple priorities and follow up consistently
• Comfortable working remotely and independently
• Strong proficiency with Microsoft Office and Microsoft 365, including Outlook, OneDrive, Word, Excel, and Teams
• Experience organizing files, folders, emails, documents, and records in a cloud-based business environment
• Comfortable learning and maintaining internal systems, trackers, templates, and recurring workflows
• Strong judgment around confidential business and financial information
• Reliable, responsive, proactive, and comfortable asking clear questions when needed
• Ability to create order in a fast-moving entrepreneurial environment

• 5+ years of relevant administrative, operations, or coordination experience
• Experience supporting a real estate investment firm, property management company, real estate developer, construction company, brokerage firm, lender, private equity firm, or professional services firm
• Familiarity with leases, tenants, vendors, invoices, insurance documents, lender requests, property files, and real estate workflows
• Experience with Airtable or similar database/project tracking tools is helpful but not required
• Experience with QuickBooks, DocuSign, Adobe Acrobat, or similar administrative tools is preferred
• Prior experience working in a Microsoft-based business environment, including Exchange/Outlook and OneDrive, is strongly preferred
• Prior experience supporting U.S.-based executives or companies
• Experience preparing summaries, tracking deadlines, and coordinating across multiple stakeholders
• Basic comfort with financial documents, invoices, budgets, and reports

You are someone who:

• Creates structure and organization in fast-moving environments
• Enjoys execution, follow-through, and administrative precision
• Can manage multiple moving priorities without losing attention to detail
• Communicates professionally with executives, vendors, consultants, brokers, lenders, accountants, and stakeholders
• Is trustworthy with confidential business and financial information
• Enjoys improving workflows and keeping systems clean
• Knows when to handle a task independently and when to escalate a question
• Wants a stable, long-term operational support role within a growing real estate investment business

Within the first 90 days, the successful candidate will help the firm:

• Improve organization across property files, contact records, task lists, and recurring deadlines
• Create better visibility into open items and follow-ups
• Reduce missed details and administrative friction
• Improve coordination with vendors, accountants, brokers, lenders, and internal team members
• Help leadership spend less time tracking administrative items and more time on higher-value business decisions