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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
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.
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.
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.
