Real Estate, Property Management & Development

Executive Operations & Real Estate Project Coordinator

Location: Santa Monica, California

Compensation: $30 to $40 per hour, depending on experience, education, qualifications, skills, and overall fit.

During this initial three-month assignment, you will work directly with the owner to help organize and improve existing real estate and business operations, establish and maintain project management systems, coordinate active property and construction matters, organize electronic business records, improve follow-up systems, and help bring outstanding projects and action items to completion.

Schedule: Approximately 12 to 16 hours per week during this initial three-month assignment. This is an in-office position based in Santa Monica, with hours primarily scheduled Monday through Friday during normal business hours. Specific days and times will be coordinated based on business needs and availability. Occasional Saturday hours may be needed for special projects, but are expected to be rare. This is an in-office position and is not a remote position.

I'm looking for someone who delivers exceptional results through efficiency, organization, and initiative. I value productivity and quality of work over simply the number of hours worked.

About the Opportunity

This position is with a small boutique real estate investment, development, construction, leasing, and property management company based in Santa Monica that owns and manages commercial and residential properties in the Los Angeles area.

I am looking for an exceptional Executive Operations & Real Estate Project Coordinator who will work directly with me and serve as a key operational partner. This is not a typical administrative assistant position.

I'm looking for someone who can work as a trusted right-hand person by helping organize complex projects, improve systems, anticipate and solve problems, and ensure important details never fall through the cracks. I value people who take initiative, think ahead, and consistently follow through.

Responsibilities

• Manage calendars, scheduling, emails, and professional correspondence.
• Organize electronic files, business records, and confidential documents.
• Track project timelines, action items, deadlines, and follow-ups.
• Coordinate with contractors, vendors, tenants, brokers, attorneys, architects, engineers, accountants, and consultants.
• Assist with construction, leasing, property management, day-to-day real estate and business operations, and special projects.
• Prepare reports, spreadsheets, invoices, and other business documents.
• Improve office systems, organization, and workflow.
• Handle confidential business and financial information with professionalism and discretion.
• Occasionally visit local properties, banks, vendors, and business meetings.

Qualifications

I'm seeking someone with at least five years of experience supporting an executive, business owner, or senior manager in an Executive Assistant, Office Manager, Operations Manager, Project Coordinator, or similar role.

The ideal candidate is highly organized, detail-oriented, proactive, dependable, resourceful, and able to manage multiple priorities with minimal supervision. Excellent written and verbal communication skills, sound judgment, professionalism, and strong problem-solving abilities are essential.

Required experience includes proficiency with:

• Microsoft Outlook, Word, Excel
• Adobe Acrobat
• OneDrive, Google Drive, Dropbox, or similar cloud-based file management

Project management and productivity software experience is required. Candidates should have hands-on experience with one or more platforms such as ClickUp, Monday.com, Asana, Notion, Trello, or a comparable system and be comfortable using it to track priorities, deadlines, follow-ups, and project status.

Experience with the following is strongly preferred:

• AppFolio or other property management software
• QuickBooks or other accounting software
• AI tools such as ChatGPT, Claude, Gemini, or Microsoft Copilot

Reliable transportation and a valid driver's license are required for occasional local business errands and property visits.

Final candidates will be required to successfully complete a background check.

This Position Is Probably Not the Right Fit If...

• You prefer working remotely.
• You need frequent supervision or reminders to complete assignments and follow through on responsibilities.
• You struggle to manage multiple priorities or follow projects through to completion.
• You prefer routine administrative work over solving problems and improving systems.

Why You'll Enjoy This Opportunity

You'll work directly with me on a wide variety of real estate, construction, leasing, development, and business projects where your organization, initiative, and judgment will have a meaningful impact from day one.

I value quality over clock watching and results over simply putting in hours. If you're highly efficient, take ownership of your work, and enjoy solving problems, you'll find this opportunity both challenging and rewarding.

I'm looking for someone who can quickly earn my trust, take ownership, and help create greater organization and efficiency across multiple projects.

To Apply

Please submit:

• Your résumé
• A cover letter that begins with the words "Santa Monica."

Please note: Professional references will be requested from finalists.

In your cover letter, please answer the following:

1. What is the most complex project or process you have helped organize, and what was your role?
2. Which project management software have you used most extensively, and how did you use it in your daily work?

Thank you for taking the time to learn about this opportunity. I'm looking for someone who takes pride in producing excellent work, communicates well, and enjoys bringing organization to complex projects. If that describes you, I'd be delighted to hear from you.

Thank you,

Rob