About the Role
We are a fast-growing real estate investment and development company in Bergen County, NJ. We manage 10–20+ active renovation and new construction projects while operating an investor program and full internal operations.
We're hiring an experienced Operations Coordinator to be the operational backbone of the company. You will support the CEO and Operations Manager across construction admin, financial tracking, closings, and day-to-day executive support.
Prior experience in operations, project coordination, or real estate administration is required.
This is not an entry-level role. You should be someone who takes ownership, moves quickly, and figures things out without waiting to be told.
What You Will Own
Construction & Project Administration
- Submit and track building, electrical, plumbing, HVAC, and demo permits across multiple NJ municipalities
- Apply for and coordinate utilities (PSE&G, Veolia, municipal water) — installations and service transfers
- Schedule and follow up on municipal inspections
- Coordinate with architects, engineers, and the city when plans need revisions
Financial & Draw Administration
- Prepare and submit lender construction draw packages
- Maintain the company cash flow sheet
Closings & Legal
- Coordinate with title companies, attorneys, and lenders through closing
- Track attorney review timelines, due diligence items, and contract deadlines
- Keep deals moving from under contract to close
Executive Support (CEO)
- Daily coordination and task management
- Maintain organized workspace
- Handle personal errands as needed
- Gather company data, reports, and information on demand
Internal Systems
- Update ClickUp daily across all active projects
- Maintain digital and physical filing systems
- Prepare reports and summaries for leadership
General Operations
- Research vendors, request quotes, negotiate pricing
- Coordinate events, filming logistics, and company-wide projects
- Follow up across projects, investors, vendors without being prompted
What Success Looks Like
Short-term:
- Permits and utilities submitted and tracked on schedule
- Draw packages submitted correctly and on time
- Cash flow sheet accurate and current
- Nothing falls through the cracks between attorneys, title, lender, and construction
- Leadership isn't chasing you - you're chasing the outside parties
Within 60–90 days:
- Coordination runs without daily supervision
- Project pipelines visible, predictable, under control
- Leadership can focus on acquisitions, investors, and growth instead of administrative coordination
Requirements
- 2+ years experience in operations, project coordination, administrative management, or real estate/construction admin
- Highly organized - can manage 10+ concurrent priorities
- Strong follow-through without being reminded
- Strong verbal communication - comfortable making calls and pushing people for answers
- Proficient with Microsoft 365, ClickUp (or similar project management tools), and AI tools
- Reliable transportation- personal vehicle is needed for day-to-day operations
- Punctual and reliable
Preferred
- Bilingual English/Spanish
- Previous experience with real estate investment, property management, or residential construction
- Exposure to construction draws, lender documentation, or financial tracking sheets
- Familiarity with NJ permit processes
This Role Is NOT for You If
- You avoid phone calls or confrontation
- You need constant step-by-step instruction
- You struggle with follow-through
Job Type: Full-time
Pay: From $60,000.00 per year
Benefits:
Application Question(s):
- Are you available to work Monday-Friday 9-7 pm and Saturday's 12-5 pm?
- Your own personal vehicle is required for this position. Please confirm that you have your license and a car you can you use during work hours as needed. (Gas and mileage will be reimbursed).
Experience:
- fast-paced small business, startup, or operations : 2 years (Preferred)
Language:
Work Location: In person
