Real Estate Operations & Admin Coordinator

Real Estate Operations & Administrative Coordinator

Remote | Real Estate Investment & Property Operations Support

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 pr