Residential Operations Administrative Coordinator

We are looking for talented professionals to be a part of a dynamic team. We place a focus on professionalism, kindness, integrity, and a high level of confidentiality, with the goal to deliver best in class service while providing a positive working experience for its staff.

Growing private Family Office is looking for talented professionals to be a part of a dynamic team. The Family Office prides itself on professionalism, kindness, integrity, and a high level of confidentiality, with the goal to deliver best in class service while providing a positive working experience for its staff. 

The Residential Operations Administrative Coordinator provides high-touch, multi-faceted support to the residential operations team. This role would support a Director-level leader and operational managers across multiple locations.  This dynamic position requires the ability to be highly organized, skilled at balancing competing priorities by identifying high-impact tasks, think critically, and offer options with a high level of professionalism and confidentiality.

This role focuses on daily operations and project scheduling, travel coordination, and real-time administrative support to ensure smooth execution of multiple activities in a fast-paced environment.  Success in this role means schedules stay accurate, logistics are handled efficiently, and day-to-day operations run smoothly during high-volume periods.

Core Duties & Responsibilities: 

• Provide administrative support to Director of Operations and overall support to operations team 
• Serve as a point of contact for the operations team daily communications, managing emails and messaging platforms promptly and professionally.
• Work on project coordination support documentation and follow up on deadlines (pre, on site, post).
• Support cross-department communication by relaying updates, tracking immediate action items, and escalating issues when necessary.
• Assist with gathering schedules, attendance lists, notes, and supporting information to aid documentation prepared by the leaders.
• Maintain organized digital files and shared folders to ensure information is current and accessible.
• Confirm appointments, staffing, resource availability, and logistical details to support smooth daily execution.
• Coordinate travel logistics for staff, including flights, accommodations, ground transportation, itineraries, and confirmations.
• Completing expense reports, and memorializing notes and action/follow-up items in meetings
• Keep the Director up-to-date on any key information and changes throughout the day and anticipate the needs in advance of meetings, conferences, etc.
• Manage inventory for supplies, including monitoring levels, flagging replenishment needs, placing orders, tracking shipments, and ensuring delivery to the correct locations
• Support with basic spreadsheet updates and data entry, including tracking completion status
• Support special projects and evolving operational needs as assigned.
• Provide occasional after-hours or weekend responsiveness during peak periods or time-sensitive situations

Required Qualifications

• Proficiency in Google work space (Docs, Sheets, Drives, etc..)
• Familiarity with AI-powered tools (e.g., Gemini, Copilot) to enhance productivity.
• Excellent organizational, written, and verbal communication skills
• 2+ years of experience with executive level support
• Ability to effectively manage a diverse range of projects from ideation to execution
• Models a spirit of cooperation with team members, building a culture of collaboration and kindness
• Ability to effectively work independently and in a timely manner
• Excellent verbal and written communication skills
• Strong analytical and critical thinking skills
• Ability to maintain confidentiality at all times 
• Some travel may be required 

Preferred Qualifications

• Experience in administrative coordination, scheduling, or operational support roles.
• Experience coordinating travel and logistics for teams.
• Familiarity with field-based, high-volume, or event-driven environments.
• Comfort working with shared calendars, collaborative documents, and messaging platforms.

Benefits:

• Competitive Salary and Performance-Based Bonus Program
• 100% Employer Paid Medical, Dental, and Vision Insurance for Employees and Their Dependents (With Participation in Our Wellness Incentive Program)
• 401(K) + Match
• Generous Vacation and Personal Time Off Allowance
• Training and Development Opportunities
• Travel Premium + Per Diem outside primary location

We are an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. We are committed to equal employment opportunities for all employees as well as providing them with a work environment free of discrimination and harassment.

Employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, or any other status protected by the laws or regulations in the various locations where we operate.  We encourage applicants from all ages and backgrounds.