Operations & Administrative Coordinator

Position Overview

The Operations & Administrative Coordinator is a dynamic, multifaceted role designed for a highly organized and adaptable professional. This individual will serve as a key operational support resource across several business functions, including executive assistance, travel coordination, property management, human resources, and financial administration. The ideal candidate is proactive, detail-oriented, and capable of managing competing priorities in a fast-paced environment.

Key Responsibilities

1. Virtual Assistant & Travel Coordination

Provide executive-level virtual assistance and manage all aspects of travel logistics for team members and leadership, including:

• Research, book, and manage flight reservations, hotel accommodations, and ground transportation.
• Coordinate end-to-end travel itineraries, including visa requirements, travel insurance, and schedule changes.
• Manage calendars, schedule meetings, and handle correspondence on behalf of leadership.
• Prepare agendas, meeting notes, and follow-up action items as required.

2. Property Management & HR Support

Provide administrative support across property management operations and human resources functions, including:

• Assist with day-to-day property-related administrative tasks such as lease documentation, maintenance coordination, and vendor communication.
• Maintain accurate and organized property records, files, and correspondence.
• Support HR processes including onboarding documentation, employee record management, and scheduling interviews.
• Assist in drafting HR communications, employment letters, and policy documents as directed.
• Liaise with internal teams and external parties to facilitate smooth HR and property operations.

3. Financial Administration

Support the financial operations of the organization through accurate record-keeping and timely follow-up on financial matters, including:

• Manage accounts receivable by monitoring outstanding balances and following up with clients to facilitate timely collections.
• Generate, review, and distribute accurate invoices to clients in a timely manner.
• Perform general bookkeeping tasks including data entry, expense tracking, and reconciliation support.
• Assist in preparing financial reports and maintaining organized financial records.
• Coordinate with the finance team to ensure accuracy and compliance with internal financial processes.

Required Qualifications

• 2+ years of experience in an administrative, coordination, or operations support role.
• Strong written and verbal communication skills in English.
• Proficiency with productivity tools such as Microsoft Office Suite (Word, Excel, Outlook) and/or Google Workspace.
• Experience with bookkeeping or accounts receivable is an asset.
• Demonstrated ability to manage multiple tasks and priorities simultaneously.
• High attention to detail and strong organizational skills.

Core Competencies

• Coachability: Openness to feedback, willingness to learn, and commitment to continuous professional growth.
• Language Proficiency: Fluency in spoken and written English, with the ability to communicate clearly across all levels of the organization.
• Learning Agility: Ability to quickly absorb new information, adapt to changing priorities, and apply knowledge across diverse functional areas.
• Discretion & Professionalism: Ability to handle confidential information with integrity and maintain a high degree of professionalism at all times.
• Collaborative Mindset: Works effectively with team members across departments and builds strong working relationships with internal and external stakeholders.

Work Conditions

• This is a remote/virtual role with flexible working arrangements.
• Occasional availability outside of standard business hours may be required to accommodate travel coordination or urgent operational needs.
• Must have access to a reliable internet connection and a professional remote work setup.

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