Real Estate Operations & Administrative Coordinator

Remote | Real Estate Investment & Property Operations Support

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

About the Company

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 Role

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.

What This Role Is Not

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.

Key Responsibilities

Operations & Task Management

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

Real Estate & Property Operations Support

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

Contact, Pipeline & Follow-Up Management

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

Accounting & Administrative Coordination

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

Executive & Internal Support

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

Required Qualifications

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

Preferred Qualifications

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

Ideal Candidate Profile

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

What Success Looks Like

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

Why Join Us

This is an opportunity to become a key operational support partner inside a growing real estate investment firm.

You will work directly with firm leadership, build deep operational fluency across a commercial real estate portfolio, and have meaningful ownership over the systems, records, workflows, and follow-up processes that keep the firm running.

For the right person, this role offers long-term stability, meaningful responsibility, and the ability to make a measurable impact inside a lean and entrepreneurial real estate business.

Real Estate Operations & Admin Coordinator - 19475