Administrative & Operations Coordinator
Full-Time | In-Office
We are seeking an experienced, highly organized Administrative & Operations Coordinator to support multiple areas of our business, including accounting, property management, banking and lending, and general business operations.
This is not a traditional administrative assistant position. We are looking for a professional who can take ownership of responsibilities, manage a substantial workload, prioritize effectively, and work independently without requiring constant direction or reminders.
The ideal candidate is proactive, resourceful, detail-oriented, and comfortable working in a fast-paced environment where priorities can change throughout the day. You should be someone who keeps track of deadlines, follows up until matters are resolved, anticipates what needs to happen next, and can be trusted to carry responsibilities through from beginning to end.
This position does not have employee management, HR, or payroll responsibilities.
Key Responsibilities
Accounting & Financial Administration
- Process and track vendor invoices, bills, payments, and recurring expenses
- Assist with accounts payable, accounts receivable and general accounting administration
- Review invoices and supporting documentation for accuracy and completeness
- Track credit card expenses and statements
- Monitor utility bills, recurring expenses, and due dates
- Track loan payments and other financial obligations
- Maintain cash-flow reports, financial spreadsheets, and expense tracking
- Assist with account reconciliations and researching discrepancies
- Coordinate with outside bookkeepers and accountants
- Gather and organize financial information and supporting documentation
- Maintain accurate and organized accounting and financial records
- Follow up on outstanding accounting items until resolved
Banking & Lender Administration
- Communicate with banks and lenders regarding documentation and outstanding items
- Assist with loan applications, renewals, refinances, and other financing matters
- Gather and organize financial statements, property information, insurance documentation, and other lender requirements
- Review documentation for completeness and identify missing information
- Track loan payments, maturity dates, renewals, and reporting requirements
- Maintain organized loan and banking records
- Coordinate signatures and documentation
- Follow up with lenders, bookkeepers, accountants, and internal parties to keep financial matters moving
Property Management
- Track rent payments and tenant balances
- Follow up with tenants regarding outstanding rent and other amounts due
- Communicate professionally with tenants regarding property and account matters
- Request and track tenant certificates of insurance
- Monitor insurance expiration dates and obtain updated certificates as needed
- Prepare and send notices regarding upcoming rent increases
- Maintain tenant, lease, and property records
- Coordinate maintenance and repair requests
- Communicate with vendors regarding property repairs and maintenance
- Obtain quotes and coordinate scheduling when necessary
- Follow up with tenants and vendors to ensure work is completed
- Track open property-management items through completion
Construction & Vendor Administration
- Process and track vendor and subcontractor invoices
- Request, process, and organize quotes
- Contact vendors and subcontractors regarding outstanding documentation
- Obtain completed subcontractor agreements
- Request and track certificates of insurance
- Request and obtain lien waivers and other required documentation
- Maintain organized vendor and subcontractor records
- Coordinate with internal team members regarding outstanding vendor items
- Follow up consistently until required information and documentation are received
- Help ensure required documentation is complete before payments are processed
- Track outstanding items and proactively address issues that could delay projects or payments
Administrative & Business Operations
- Work directly with ownership and management on day-to-day business matters
- Prepare documents, spreadsheets, correspondence, and reports
- Track deadlines, renewals, payments, outstanding documentation, and follow-up items
- Coordinate signatures and document completion
- Maintain organized electronic and physical records
- Assist with banking, insurance, property, and financial matters
- Communicate with vendors, tenants, lenders, insurance representatives, and other outside professionals
- Research issues and assist with identifying solutions
- Assist with special projects
- Take ownership of miscellaneous administrative and operational needs as they arise
What We Are Looking For
We are looking for someone with the professional maturity, judgment, organization, and initiative to take ownership of their responsibilities.
The successful candidate will:
- Be exceptionally organized and detail-oriented
- Independently manage and prioritize multiple responsibilities
- Maintain an effective system for tasks, deadlines, recurring responsibilities, and follow-ups
- Take initiative rather than waiting to be told what to do next
- Follow through consistently without repeated reminders
- Anticipate upcoming deadlines and needs
- Recognize when something is missing or incomplete and take action
- Be comfortable managing multiple open items at the same time
- Handle interruptions and changing priorities without losing track of existing responsibilities
- Exercise good judgment when determining what requires immediate attention
- Communicate professionally and confidently with ownership, management, tenants, vendors, subcontractors, lenders, bankers, bookkeepers, accountants, and other professionals
- Be persistent and effective when following up on outstanding items
- Know when to independently resolve an issue and when something should be escalated to management
- Handle confidential financial and business information with discretion
- Be dependable, accountable, and consistent
Qualifications
- Prior experience in professional administration, accounting support, office operations, property management, construction administration, or a related role
- Strong Microsoft Excel, Outlook, and Microsoft Office skills
- Experience maintaining detailed spreadsheets, records, and tracking systems
- Excellent written and verbal communication skills
- Strong organizational and time-management skills
- Ability to independently prioritize competing responsibilities and deadlines
- Strong attention to detail and accuracy
- Strong problem-solving and critical-thinking skills
- Ability to learn new systems and business processes quickly
- Professional telephone and email communication skills
- Ability to handle confidential financial and business information appropriately
Experience with QuickBooks, accounts payable, commercial property management, construction administration, banking/lending, loan documentation, financial reporting, or cash-flow tracking is highly desirable.
What Ownership Means in This Role
We are looking for someone who understands the difference between completing a task and owning a responsibility.
If you request a lien waiver or subcontractor agreement from a vendor and do not receive it, the responsibility is not complete because the request was sent. You follow up until it is received.
If an invoice cannot be processed because information is missing, you identify what is needed, obtain it, and move the invoice forward.
If a tenant's certificate of insurance is expiring, you do not wait for someone to remind you to request a new one. You track the expiration and proactively obtain the updated certificate.
If a loan payment, utility bill, rent increase, or other recurring responsibility occurs each month or year, you establish a system to ensure it is handled timely rather than relying on someone else to remind you.
If several priorities arise at once, you determine what requires immediate attention, reorganize your workload, and continue moving everything forward.
Sending an email, leaving a voicemail, or making one request does not necessarily mean a responsibility is complete. The goal is to obtain the information, resolve the issue, or complete the process.
The Right Person for This Position
You will likely thrive in this position if you naturally keep track of what is outstanding, notice when something has not been completed, and do not like leaving loose ends.
You should be comfortable having many different responsibilities moving at the same time and shifting between accounting, property management, lenders, vendors, and general administrative needs throughout the day.
We will train the right person on our specific processes, systems, properties, and procedures. We do not expect a new employee to know everything on day one.
What we need you to bring to the position is initiative, accountability, professional judgment, organization, urgency, resourcefulness, and follow-through.
Our goal is for this person to become someone we can confidently hand a responsibility to and know that it will be tracked, followed up on, and completed without management having to continually check its status.
This is an excellent opportunity for an experienced administrative professional who enjoys variety, responsibility, problem-solving, and being highly involved in the day-to-day operations of a business.
Pay and Benefits
· Full-time, in-office position, Monday – Friday; 8:00 am - 5:00 pm.
· Salary $65,000.00-$75,000.00 annually
Initial 90 days will be an evaluation period.
Once evaluation period is over and performance is deemed satisfactory, following benefits will be added:
· Paid time off
· $350.00 monthly payment to be used for health insurance costs.
· No health insurance or 401k is offered.
Pay: $65,000.00 - $75,000.00 per year
Application Question(s):
- Have you been working full-time at your current job for more than 3 years?
- Do you self manage and prioritize or require close supervision?
- Are you located near Spring, TX?
- Are you looking for full-time, in office work?
- There is no health insurance or 401k with this position. Do you wish to proceed?
Work Location: In person
