Senior Administrative & Operations Coordinator
Full-Time | In-Office
We are seeking an experienced, highly organized Senior Administrative & Operations Coordinator to support multiple areas of our business, including accounting, property management, construction administration, HR/payroll, banking and lending, and general business operations.
This is not a traditional administrative assistant position. We need 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 have employee management, HR, and payroll responsibilities.
Key Responsibilities
Accounting & Financial Administration
- Process and track invoices, bills, payments, and recurring expenses
- Assist with accounts payable, accounts receivable and general accounting administration
- Track credit card expenses, utility bills, loan payments, and other financial obligations
- Maintain cash-flow reports, financial spreadsheets, and expense tracking
- Coordinate with outside bookkeepers, accountants, banks, and lenders
- Gather and organize financial information, loan documentation, and lender reporting
- Research discrepancies and follow through until resolved
- Maintain accurate and organized financial records
Property Management
- Track rent payments and follow up on outstanding balances
- Communicate professionally with tenants regarding rent, property matters, and required documentation
- Request and track certificates of insurance
- Prepare and send rent increase and other tenant notices
- Coordinate maintenance and repair requests
- Track open property-management items through completion
- Maintain organized tenant and property records
Construction & Vendor Administration
- Process and track quotes, invoices, subcontractor agreements, lien waivers, and certificates of insurance
- Contact vendors and subcontractors regarding outstanding documentation
- Maintain vendor and subcontractor records
- Follow up consistently until required documentation is received
- Coordinate with internal staff and vendors to keep projects and payments moving
HR & Payroll Administration
Depending on experience and the division of responsibilities within the administrative team, duties may include:
- Assist with payroll preparation and processing
- Maintain employee records and personnel documentation
- Assist with employee onboarding and offboarding
- Track PTO, attendance, and other employee information
- Maintain confidentiality of payroll and personnel information
Executive & Business Operations
- Work directly with ownership and management on day-to-day operational matters
- Prepare documents, spreadsheets, correspondence, and reports
- Track deadlines, renewals, outstanding documentation, payments, and follow-up items
- Assist with banking, insurance, lender, property, and financial matters
- Handle special projects and miscellaneous operational needs as they arise
- Identify problems, research solutions, and proactively move matters forward
What We Are Looking For
We are looking for someone with the professional maturity, judgment, organization, and initiative to take ownership of this position.
The successful candidate will:
- Be exceptionally organized and detail-oriented
- Independently manage and prioritize multiple responsibilities
- Maintain their own effective system for tasks, deadlines, 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
- Handle interruptions and changing priorities without losing track of existing responsibilities
- Communicate professionally and confidently with management, employees, tenants, vendors, subcontractors, lenders, bankers, bookkeepers, and accountants
- Be persistent and effective when following up on outstanding items
- Exercise good judgment and know when an issue should be escalated to management
- Handle confidential financial, employee, and business information with discretion
Qualifications
- Prior experience in professional administration, accounting support, office operations, property management, construction administration, HR/payroll, 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 deadlines
- Strong problem-solving and critical-thinking skills
- Ability to learn new systems and business processes quickly
Experience with QuickBooks, accounts payable and receivable, payroll processing, HR administration, commercial property management, banking/lending, or financial reporting 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 $75,000.00-$85,000.00 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: $75,000.00 - $85,000.00 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
