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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