Operations Coordinator

Position Overview

We are looking for an organized and proactive Operations Coordinator to support two growing businesses: a real estate business and a punch-list/service business.

The Operations Coordinator will help manage schedules, clients, projects, vendors, transactions, administrative tasks, and day-to-day operations.

Work Schedule: Full-time (40 hours/week), Monday to Friday 8am to 5pm CST with one hour of unpaid break. 

Responsibilities

General Operations

• Manage calendars, appointments, meetings, and schedules.
• Organize tasks, deadlines, and follow-ups.
• Manage emails and important communications.
• Maintain organized files, records, and databases.
• Prepare documents, spreadsheets, reports, and invoices.
• Follow up on outstanding tasks and deadlines.
• Help improve systems and processes.

Real Estate Support

• Assist with real estate transactions and listings.
• Track contracts, inspections, appraisals, and closing deadlines.
• Communicate with clients, lenders, vendors, contractors, and other professionals.
• Coordinate showings, photography, open houses, and listing launches.
• Maintain client and transaction records.
• Update the CRM and keep information organized.

Punch-List Business Support

• Schedule projects, appointments, and vendor visits.
• Communicate with customers, contractors, and vendors.
• Track projects, estimates, work orders, and deadlines.
• Prepare estimates, invoices, and other documents.
• Track project expenses and payments.
• Coordinate materials, contractors, and other resources.
• Follow up with vendors and contractors to make sure work is completed on time.
• Keep project records and documentation organized.

Customer & Team Support

• Provide professional and friendly communication with clients and customers.
• Follow up on questions, requests, and outstanding items.
• Assist with team meetings, tasks, and follow-ups.
• Help onboard new team members.
• Support social media, marketing, and website updates when needed.

Requirements

• Bilingual in English and Spanish.
• Previous experience in operations, administration, coordination, or a similar role.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Able to manage multiple tasks and deadlines.
• Proactive and able to work independently.
• Strong attention to detail and follow-through.
• Comfortable communicating with clients, vendors, and contractors.
• Comfortable using Google Workspace/Microsoft Office and other software.
• Able to learn new systems and tools quickly.
• Professional, dependable, and resourceful.
• Real estate or project coordination experience is a plus.

Ideal Candidate

The ideal candidate is someone who is organized, proactive, reliable, and solution-oriented. They should be comfortable managing multiple priorities, communicating with different people, and making sure important tasks and deadlines don't fall through the cracks.