Your Role: Operations & Business Support Coordinator

About the Role

We're looking for a highly organized, proactive, and adaptable Operations & Business Support Coordinator to support a growing family office and its portfolio of businesses, including real estate investments, short-term rentals, vehicle acquisitions, and new online ventures.

This is not a traditional administrative role. As our businesses evolve, so will your responsibilities. We're looking for someone who enjoys variety, takes initiative, solves problems independently, and is comfortable helping build processes from the ground up.

You'll work closely with the business owners to keep daily operations running smoothly while supporting new projects and business growth.

Responsibilities

• Provide day-to-day administrative and operational support across multiple businesses.
• Research and source vehicles across the U.S. based on acquisition criteria.
• Contact dealerships to verify availability, pricing, and negotiate where appropriate.
• Coordinate vehicle inspections, transportation, and delivery logistics.
• Track vehicle purchases from sourcing through final delivery.
• Support short-term rental operations, including guest communication, maintenance coordination, and vendor scheduling.
• Coordinate cleaners, contractors, and maintenance providers.
• Monitor property inventory and operational readiness between guest stays.
• Assist with invoicing, billing follow-ups, expense tracking, and general administrative tasks.
• Conduct research for new projects, vendors, products, and business opportunities.
• Communicate professionally with clients, vendors, and service providers.
• Help improve workflows, document processes, and identify operational efficiencies.
• Manage multiple projects simultaneously while ensuring deadlines are met.
• Prepare reports, maintain organized records, and provide regular progress updates.
• Take ownership of new responsibilities as the business continues to grow.

Requirements

• 3+ years of experience in operations, project coordination, executive assistance, business support, or a similar role.
• Strong administrative, organizational, and project coordination skills.
• Excellent written and verbal English communication skills.
• Confident making outbound calls and communicating with vendors and service providers.
• Ability to manage multiple priorities with minimal supervision.
• Strong research, problem-solving, and critical thinking abilities.
• High attention to detail and excellent follow-through.
• Comfortable working in a fast-changing environment where responsibilities evolve over time.
• Proficient with Google Workspace, Microsoft Office, and common online business tools.
• Experience in property management, logistics coordination, procurement, or hospitality is highly preferred.
• Experience supporting founders, small businesses, startups, or family offices is a plus.

What We're Looking For

• Highly organized and dependable.
• Self-starter who takes initiative without waiting for direction.
• Comfortable wearing multiple hats.
• Process-oriented with a continuous improvement mindset.
• Professional, resourceful, and solution-focused.
• Thrives in a dynamic, entrepreneurial environment.

Scope

• Full-time remote position.
• Support multiple businesses under one family office.
• Work directly with the business owners.
• Blend of operations, administration, logistics, property management support, research, and business development coordination.
• Significant opportunity for the role to grow alongside the business.
• Long-term opportunity with increasing responsibility for the right person.