Facilities Operations Specialist (Remote)

Location: Remote (Latin America)
Hours: Full-Time, U.S. Pacific Time (PST) Business Hours
Reports To: Facilities Manager
Language Requirements: Dual Fluency: Exceptional Written/Verbal English and Professional Spanish

About the Company

We are a rapidly growing luxury multifamily real estate owner and operator based in Los Angeles, California. As our premier property portfolio continues to expand, we are building agile, modern systems to support our scaling maintenance operations.

We are creating a brand-new, highly foundational role within our organization. We are looking for a remote operational expert who naturally craves structure, communicates with extreme precision, and genuinely enjoys building systems from scratch in a fast-moving, high-growth environment. This role requires an independent thinker who can navigate ambiguity and help shape our processes as we scale.

Position Overview

As the Facilities Operations Specialist, you will be the central administrative engine of our maintenance division. You will bridge the gap between high-level facilities strategy and on-the-ground execution across multiple luxury communities. Your mission is to bring pristine organization to complex workflows: monitoring open work orders, engineering our procurement and vendor history, building database-driven inventory tracking systems, and driving project timelines forward without needing constant supervision.

Primary Responsibilities

1. Portfolio Maintenance Coordination

Workflow Oversight: Partner with the Facilities Manager to maintain real-time visibility into the maintenance pipeline across the entire real estate portfolio.
Work Order Audit: Proactively monitor incoming maintenance requests, track pending work orders, audit delays, and systematically follow up with regional field Maintenance Coordinators to unbottleneck stalled items.
Vendor Tracking: Serve as the point of contact for external vendors. Track project statuses, manage scheduling updates, and independently resolve communication lag before escalating issues to leadership.
Operational Continuity: Step in to assist with coordinator tracking coverage during field absences to ensure zero disruption to internal property workflows.
Note: This role focuses heavily on internal operations and vendor B2B coordination, rather than direct resident handling.

2. Strategic Procurement & Vendor Architecture

Market Research: Act as the primary resource for purchasing and procurement, researching specialized materials, replacement products, and capital equipment.
Competitive Bidding: Source and secure competitive vendor quotes, build comprehensive comparison matrices analyzing pricing variables, quality, and supply-chain lead times.
Purchase Order (PO) Management: Execute approved purchase orders, track global/local shipments, and manage logistics tracking through to successful on-site delivery.
System Standardization: Build and continuously update our preferred vendor directory, log historical pricing records, and proactively identify volume purchasing efficiencies to save operational budget.

3. Inventory & Asset Administration

System Design: Work hand-in-hand with Facilities leadership to architect and implement repeatable inventory control processes across properties.
Database Management: Build, standardize, and maintain digital inventory records and databases, ensuring data collected by on-site field teams is accurately categorized.
Supply Optimization: Keep a meticulous eye on material usage trends, setting and optimizing automated reorder levels for high-turnover maintenance components.
Audit Support: Remotely coordinate and support cyclical inventory audits, keeping property asset documentation pristine and audit-ready.

4. Data Diagnostics & Executive Support

KPI Metrics: Compile, analyze, and distribute recurring operational reports tracking critical KPIs, maintenance velocity, and workflow metrics.
Process Documentation: Map out and write clear Standard Operating Procedures (SOPs) for the workflows you help create, establishing the organizational foundation for future department growth.
Special Projects: Manage action-item trackers for assigned facility upgrades, software rollouts, or vendor transitions.

What We're Looking For

Required

3+ years of experience in Operations, Procurement, Supply Chain Logistics, Construction Administration, Facilities Coordination, or Property Management.
Dual-Language Mastery: Complete written and verbal fluency in English alongside professional Spanish proficiency.
The "Owner" Mindset: You do not wait to be reminded. If a project or a ticket stalls, you instinctively chase down the solution and keep people moving.
PST Alignment: Absolute availability to work synchronously during U.S. Pacific Standard Time business hours.
Advanced Data Skills: High proficiency with Microsoft Excel or Google Sheets (vLookups, pivot tables, data structuring).
Comfort with Ambiguity: You thrive when handed an objective without a perfect roadmap, viewing trial and error as a fun puzzle to solve.

Preferred Pluses

Direct experience working remotely with U.S.-based multifamily real estate developers or operators.
Familiarity with property management software platforms (such as AppFolio, Yardi, RealPage, or specialized CMMS/work order software).

Why Join Us?

High Impact: As the first person in this role, your systems and workflows will directly shape the operational future of a premier luxury brand.
True Autonomy: Work closely with a supportive Facilities Manager who values strategic insight, independent execution, and high-level ownership.
Long-Term Growth: We seek independent contractors who want a stable, multi-year professional home as our asset portfolio expands.

Facilities Operations Specialist (Remote LATAM) - 62115278205