Property Administrative Coordinator

LOOKING FOR STELLAR TOP CANDIDATES

Position:Property Administrative CoordinatorWorking Hours:Full-Time │ Mon - Fri 9:00 am - 5:00 pm ESTSearch Location:Philippines (Primary) │South Africa (Secondary)Salary:1500-2000 USD per month (Philippines):1700-2500 USD per month (South Africa):The Final Salary Offer depends on the client’s decision, interview results,and experience

About the Client:

Our client offers a premier collection of luxury beachfront and coastal condominium rentals along Florida's Gulf Coast. The company is focused on delivering high-quality vacation rental experiences while maintaining strong operational and financial organization behind the scenes.

They are looking for a highly organized and detail-oriented Executive Assistant to provide dedicated personal and executive-level administrative support, helping manage important financial, household, scheduling, and recurring administrative responsibilities.

About the Role:

The Administrative Coordinator will provide hands-on administrative support across the business, with a primary focus on data entry, property listing updates, form completion, documentation, and general administrative coordination.

This role is ideal for someone who genuinely enjoys administrative work and takes pride in accuracy, organization, and completing tasks thoroughly. The successful candidate will be comfortable working across multiple systems, handling repetitive but detail-sensitive responsibilities, and using modern AI tools to work more efficiently.

The ideal candidate is a dependable self-starter who can take ownership of assigned tasks, recognize inconsistencies before they become problems, and keep administrative workflows moving without requiring constant oversight.

Role Responsibilities:

Administrative Support
* Provide day-to-day administrative support across business operations.
* Complete data entry and maintain accurate information across company systems.
* Prepare, complete, and update forms and internal documentation.
* Organize digital records, files, and supporting materials.
* Assist with recurring administrative processes and business tasks.
* Track outstanding items and ensure required follow-up is completed.
* Support leadership and other team members with administrative projects as needed.
Property Listing Management
* Update vacation rental property listings with accurate and current information.
* Review property descriptions, amenities, policies, and other listing details for accuracy.
* Make requested updates across relevant property and booking platforms.
* Assist with adding new properties and maintaining existing listing information.
* Identify outdated, missing, or inconsistent information and coordinate corrections.
* Ensure property information remains consistent across systems and customer-facing channels.
Data Entry & Information Management
* Enter and update business, property, and operational data accurately.
* Review information before submission to minimize errors.
* Maintain organized spreadsheets, trackers, and internal databases.
* Perform routine audits to identify missing or inconsistent information.
* Assist with transferring information between systems when required.
* Maintain strong data quality and documentation standards.
Forms & Documentation
* Complete and process business forms according to established procedures.
* Collect and organize information required for forms and documentation.
* Review completed materials for accuracy and completeness.
* Maintain organized electronic records of completed documents.
* Follow up on missing information when necessary.
* Assist with creating and improving templates for recurring administrative tasks.
AI-Enabled Administrative Support
* Use AI tools to improve the speed and efficiency of administrative work.
* Leverage AI for drafting, summarizing, organizing, researching, and formatting information.
* Identify repetitive administrative tasks that could be simplified through AI.
* Use sound judgment when reviewing AI-generated work for accuracy.
* Remain comfortable learning new AI tools and workflows as the company's processes evolve.
Organization & Workflow Coordination
* Maintain clear task lists, deadlines, and administrative priorities.
* Manage multiple assignments simultaneously without sacrificing accuracy.
* Keep stakeholders informed regarding the status of outstanding administrative items.
* Follow established processes while identifying opportunities to improve efficiency.
* Ensure important tasks and deadlines do not fall through the cracks.
Requirements:
* 2–5 years of experience in administrative support, coordination, operations support, virtual assistance, or a related role.
* Strong administrative, data entry, and organizational skills.
* Exceptional attention to detail and accuracy.
* Ability to manage multiple priorities, meet deadlines, and follow through on tasks.
* Strong written and verbal English communication skills.
* Comfortable working indepe