Administrative & Operations Coordinator (Part-Time, Hybrid)

Administrative & Operations Coordinator (Part-Time, Hybrid)
Location: Near Spring Valley, NY (must live within 30–45 minutes)
Schedule: 20–25 hrs/week On-site 2–3 days/week (with some remote flexibility)
Pay: $26–$38/hr (based on experience)

About the role

Fast-growing real estate and investment company in Pomona, NY is hiring a highly organized, proactive Executive Assistant / Operations Coordinator who thrives in an independent, high-responsibility role. This position is ideal for someone who enjoys ownership, keeping things running smoothly, and working closely with leadership in a focused, fast-paced environment.

You will be the right-hand person to the company's CEO.

You’ll keep projects organized, ensure follow-ups happen, and help the day-to-day run smoothly. This is ideal for someone who enjoys variety, takes pride in organization, and can work independently with clear priorities.

About the business

You’ll support the principal of a business involved in residential and commercial real estate, construction, property management, and operational projects. The work style values efficiency, trust, clear communication, and work/life balance.

What you’ll do:

Admin & operations coordination

• Track tasks, deadlines, and follow-ups across multiple projects
• Process all incoming mail
• Coordinate vendors, paperwork, and insurance-related items
• Organize digital files (Google Drive) and maintain simple trackers/checklists
• Draft/respond to emails and keep communication organized across the teamProject support
• Gather information, document next steps, and ensure nothing falls through the cracks
• Follow up with internal team members, vendors, and partners to drive completion

Light bookkeeping

• Process invoices, track expenses, and support basic reporting
• Assist with AP/AR and expense categorization in QuickBooks Online

Calendar & scheduling

• Coordinate meetings, appointments, and service visits
• Provide occasional personal administrative support related to scheduling/logistics

Must-haves

• 3+ years experience in admin/ops coordination, executive support, or similar
• Extremely organized and detail-oriented (you catch what others miss)
• Strong written communication and comfortable following up
• Proficient in Google Workspace (Gmail, Calendar, Docs/Sheets)
• QuickBooks Online experience (invoicing/expenses/AP/AR)
• Highly tech-savvy: you can confidently learn new software, build simple trackers in Google Sheets, manage shared drives, and use AI/tools to work efficiently
• Located within 30–45 minutes of Spring Valley, NY and able to be on-site 2–3 days/week

Nice-to-haves

• Light bookkeeping
• Real estate / construction / property management exposure
• Automation or project tools (Zapier/Make, Asana/Monday/Notion)
• Property management software (AppFolio)

Why this role

Meaningful part-time work where your organization and follow-through make a real impact. You’ll work with a small team, support real projects, and have flexibility—while still having a consistent on-site rhythm.

Pay: $26.00 - $38.00 per hour

Benefits:

• Flexible schedule

Application Question(s):

• What is the method you use to make sure nothing falls through the cracks (methods or systems)? We will confirm in reference checks. PLEASE BE AWARE, WE ARE AI EXPERTS AND AI ANSWERS WILL BE AUTOMATICALLY DISQUALIFIED. We prefer brief and you to AI massaged.

Work Location: Hybrid remote in Pomona, NY 10970