Job Title - Operations Manager
Job Summary
We are seeking a highly organized, proactive, and execution-focused Operations Manager to oversee office operations, property management, executive coordination, offshore team logistics, real estate support, and special projects.
This role requires someone who can independently manage multiple priorities, coordinate with internal and external stakeholders, handle confidential matters professionally, and ensure smooth day-to-day operations across business and administrative functions.
The ideal candidate is resourceful, detail oriented, dependable, and capable of operating in a fast-paced entrepreneurial environment.
Key Responsibilities
1. Executive & Administrative Support
Manage day-to-day operational coordination
Manage schedules, appointments, reminders, and follow ups
Handle research, online purchases, reservations, and miscellaneous administrative requests
Coordinate travel arrangements, itineraries, transportation, and logistics
Draft professional emails, meeting notes, and communication when needed
Coordinate with vendors, service providers, and external partners
Maintain confidentiality for sensitive business and personal matters
2. Office & Property Operations
Oversee office and property related operations
Coordinate maintenance, repairs, housekeeping, security, and vendors
Ensure office readiness, cleanliness, utilities, internet, and access systems are functioning properly
Maintain lease, insurance, vendor, and property documentation
Coordinate office improvements, renovations, and furnishing projects
Track operational expenses, invoices, renewals, and budgets
Ensure timely completion of operational tasks and escalations
3. Real Estate & Project Coordination
Research and coordinate potential real estate opportunities
Collect property details, pricing, and market information
Prepare basic ROI and comparison analysis
Coordinate site visits, vendor meetings, and documentation
Assist with due diligence coordination and project tracking
Maintain trackers for acquisitions, projects, and milestones
4. Offshore Team Visits & Event Coordination
Coordinate onsite visits for offshore employees and leadership teams
Arrange meeting schedules, conference rooms, transportation, and accommodations
Coordinate onboarding logistics, workspace setup, and local support
Organize client dinners, networking events, office events, and team activities
Track travel schedules, budgets, and visit related documentation
Ensure smooth execution of internal and external events
5. Reporting & Organizational Management
Maintain operational trackers and dashboards
Prepare weekly status reports and summaries
Track budgets, subscriptions, renewals, and vendor contracts
Maintain organized records and documentation
Ensure timely follow through on action items and deadlines
Required Skills & Qualifications
5+ years of experience in Operations, Executive Assistant, Office Management, or similar roles
Strong organizational and multitasking abilities
Excellent verbal and written communication skills
High attention to detail and ownership mindset
Ability to independently manage and prioritize tasks
Strong coordination and vendor management skills
Comfortable handling confidential information
Proficiency in Excel, Google Sheets, PowerPoint, and productivity tools
Experience with office operations, travel coordination, or property management preferred
Preferred Traits
Highly proactive and execution driven
Strong problem solving mindset
Ability to work in a fast-paced environment
Professional and polished communication style
Flexible and adaptable to changing priorities
Strong follow through and accountability
Work Environment
Fast paced entrepreneurial environment
High visibility operational role
Mix of operations, coordination, administrative support, and project management
Opportunity for growth and expanded responsibilities
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