Reports To: Management / Operations Team

Position Objective

Provide high-level administrative and operational coordination for a U.S.-based multifamily real estate investment and management company. This role supports leadership, operations, and cross-functional processes by ensuring that documentation, follow-up items, reporting support, schedules, and recurring administrative workflows are handled accurately, proactively, and on time.

The ideal candidate is highly organized, resourceful, and comfortable working independently in a fast-moving environment. This person should be able to anticipate needs, track multiple priorities, follow through consistently, and communicate professionally with internal teams and external stakeholders in English.

Key Responsibilities

Administrative & Operational Coordination

- Coordinate day-to-day administrative and operational activities across management, operations, accounting, and related internal functions.
- Manage calendars, meetings, appointments, administrative schedules, and recurring deadlines.
- Prepare meeting materials, document action items, and follow up with responsible parties until completion.
- Organize, maintain, and update reports, spreadsheets, presentations, correspondence, and internal documentation.
- Track open items, approvals, documents, and recurring administrative requirements across multiple priorities.
- Ensure required documentation is complete, organized, and accessible to the appropriate team members.
- Identify administrative bottlenecks and improve internal follow-up, tracking, and organization processes.

Management & Team Support

- Provide senior-level administrative support to management and operations leadership.
- Coordinate communication and follow-up across management, operations, accounting, vendors, and external stakeholders.
- Support special projects, recurring requests, and time-sensitive administrative matters.
- Anticipate deadlines, missing information, and next steps rather than relying only on direct instruction.




- Handle sensitive company, employee, financial, and property-related information with discretion and sound judgment.

Property, Vendor & Documentation Support

- Coordinate administrative matters related to properties, vendors, service providers, and internal teams.
- Support the tracking and processing of invoices, expenses, purchase orders, vendor documentation, and related records.
- Maintain organized records related to vendors, properties, agreements, expenses, and recurring business activity.
- Assist with the preparation and organization of property-level, operational, and management reporting.
- Review administrative information for accuracy and completeness before submission or distribution.
- Follow up with accounting and operations teams to obtain missing documentation and resolve discrepancies.

Requirements

Education

Bachelor's degree in Business Administration, Management, Finance, Accounting, Real Estate, or a related field preferred.

Experience

- 5 years of experience in administrative coordination, operations support, office management, executive support, property management administration, or a related role.
- Strong experience independently managing multiple priorities, processes, and deadlines.
- Experience supporting senior management or operations leadership strongly preferred.
- Experience in multifamily, real estate, property management, investment management, construction, or a related industry strongly preferred.
- Experience working with U.S.-based companies or international teams is highly desirable.

Skills

- Professional English proficiency at C1 level or higher.




- Excellent written and verbal communication skills.
- Strong organization, follow-up, and time-management skills.
- High attention to detail and commitment to accuracy.
- Ability to prioritize independently and manage multiple responsibilities at the same time.
- Strong sense of ownership and ability to close loops consistently.
- Ability to identify missing information, delays, or potential issues before they become problems.
- Strong problem-solving skills and sound judgment.
- Professional and confident communication with managers, vendors, and stakeholders.
- Comfortable in a fast-moving environment with changing priorities.

Technical Skills

- Advanced Microsoft Office and/or Google Workspace proficiency.
- Strong Excel or Google Sheets skills for trackers, reporting support, and administrative organization.
- Experience maintaining shared files, databases, trackers, and document-management systems.
- Experience with task-management, project-management, property-management, CRM, or accounting platforms is preferred.

Success in This Role A successful candidate is proactive, highly organized, detail-oriented, and able to keep administrative and operational processes moving without constant supervision.

The adecuado person is strong at follow-up, documentation control, cross-functional coordination, and maintaining order across multiple moving parts. Experience in real estate or multifamily environments is especially valuable because the role supports property-related workflows, vendor coordination, documentation, deadlines, and communication across several functions.

Work Mode

Remote

This is a fully remote position supporting a U.S.-based multifamily real estate investment and management company. The role requires regular professional communication in English and availability during agreed U.S. business hours.

Sector

- Servicios de recursos humanos

Tipo de empleo Jornada completa

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📌 bilingual office manager (México)
🏢 Haz tu
📍 México