Job Overview

Our client is looking for a Bilingual Executive Assistant & Real Estate Operations Coordinatorwho will serve as the principals right hand, helping manage daily priorities, coordinate projects, follow up with key stakeholders, and ensure that important tasks, documents, and deadlines are never overlooked.

Schedule

- Monday - Friday, 9:00 AM - 6:00 PM Eastern Time, with 1 hour unpaid break (40 work hours per week)

Responsibilities

Executive Support and Inbox Management

- Manage the principals inbox, identify urgent messages, prioritize requests, and draft routine email responses in the principals communication style.
- Maintain an organized calendar, coordinate meetings, site visits, inspections, and calls, and prepare relevant briefing notes.
- Identify scheduling conflicts and ensure the principal is prepared for upcoming commitments.

Stakeholder and Project Coordination

- Follow up persistently with contractors, subcontractors, lenders, attorneys, architects, inspectors, and other project stakeholders to obtain outstanding information, documents, and decisions.
- Track pending requests, project milestones, and deadlines to ensure progress continues without unnecessary delays.
- Maintain clear communication and escalate unresolved issues when leadership intervention is required.

Municipal and Permit Coordination

- Communicate with New Jersey municipal offices, city clerks, and inspectors regarding permit applications, paperwork, inspections, and project requirements.
- Track application statuses and outstanding documentation.
- Follow up consistently with relevant offices to help keep development projects moving.

Bookkeeping and Administrative Support

- Assist with QuickBooks data entry and transaction categorization.
- Match receipts, organize financial documentation, and maintain accurate records for the company's CPA.




- Support general document management and maintain organized digital files.

Process Documentation and Operational Improvement

- Document recurring workflows and develop Standard Operating Procedures (SOPs) as you learn the business.
- Identify inefficiencies, missed follow-ups, potential bottlenecks, and operational risks before they become larger problems.
- Recommend practical solutions and take initiative to improve how the business operates.

Requirements

- Excellent English communication: Strong written and spoken English, with the ability to represent company leadership professionally when communicating with US-based vendors, lenders, contractors, and municipal officials.
- Exceptional organization: Ability to manage multiple projects, competing priorities, deadlines, documents, and follow-ups without losing track of details.
- Proactive problem-solving: Demonstrated ability to anticipate needs, identify issues independently, and recommend or implement solutions without constant supervision.
- Strong follow-through: Persistence and accountability when chasing outstanding documents, responses, approvals, and decisions.
- Technology proficiency: Comfortable using Gmail, Google Calendar, Google Drive, QuickBooks, CRM systems, Dropbox, Slack, and/or WhatsApp, with the ability to learn new tools quickly.
- Independent working style: Able to exercise sound judgment, manage responsibilities autonomously, and communicate important updates clearly.
- Reliable remote setup: Must have a quiet, private workspace,



reliable home internet, and a backup plan for power or internet outages.
- Schedule availability: Able to work full-time during the specified Eastern Time schedule.
- Fluency in Spanish, particularly for communicating with Spanish-speaking contractors and subcontractors in New Jersey.
- Previous experience supporting US-based real estate developers, construction companies, property management businesses, or related industries.
- Familiarity with construction projects, permitting processes, inspections, or municipal coordination.
- Previous experience with QuickBooks, bookkeeping, or financial record organization.
- Experience as an Executive Assistant, Operations Assistant, Project Coordinator, or similar professional supporting business leadership.

Independent Contractor Perks

- Permanent work from home
- Immediate hiring
- Health Insurance Coverage for eligible locations

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.

Disclaimer:

Please note that only CVs submitted in English will be considered. Profiles not provided in English will not be taken into account.

Aviso:

Tenga en cuenta que solo se considerarán las hojas de vida presentadas en inglés. Los perfiles que no se envíen en inglés no serán tomados en cuenta.

📌 Bilingual Executive Assistant & Real Estate Operations Coordinator (México)
🏢 BruntWork
📍 México