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 setu