Executive Operations & Client Relations Coordinator

Placed by Virtual Wizards

Full-Time | 9:00 AM – 5:00 PM EST | Remote (LATAM)

About Virtual Wizards

Virtual Wizards is a recruitment agency specializing in placing high-performing remote professionals from Latin America with U.S.-based companies. We operate on a direct-hire model, meaning once hired, you will work exclusively and directly with the client company in a long-term role.

We are currently hiring an Executive Operations & Client Relations Coordinator for a growing U.S.-based real estate and property management company managing 200–250 units and expanding rapidly.

This is a high-impact, long-term opportunity for someone seeking ownership, growth, and stability.

Role Overview

This role combines office administration, client coordination, operational execution, marketing support, and internal communications.

The right candidate will:

• Serve as a central point of coordination for day-to-day office operations
• Assist with onboarding new clients from intake through system setup
• Manage ongoing client communications and periodic notices using approved templates
• Maintain organized systems, records, and workflows across platforms
• Support leadership with structured follow-through and administrative execution

This is a dedicated full-time role. The candidate must work exclusively for the company during business hours (9:00 AM – 5:00 PM EST).

Core Responsibilities

1. Client Onboarding & Ongoing Client Administration

• Assist with onboarding new clients, including:
  • Sending onboarding packets and intake forms
  • Tracking receipt of required documentation
  • Coordinating setup across internal systems
• Send periodic client notices and communications using approved templates
• Maintain accurate client contact records and onboarding status logs
• Coordinate with leadership when legal, financial, or policy questions arise

2. Client Relations & Growth Support

• Conduct or support virtual presentations to prospective clients
• Follow up with inbound leads and maintain engagement using approved scripts
• Explain company services and fee structures using approved materials
• Assist with DocuSign preparation and onboarding documentation

Performance Bonus

• $75 per client onboarded (Year 1)
• $150 per client onboarded after one year

3. Office Administration, Calendar & Events Management

• Manage and maintain the corporate calendar, including:
  • Internal meetings
  • Client onboarding milestones
  • Annual meetings, deadlines, and recurring events
• Track key dates, reminders, and compliance-related deadlines
• Coordinate scheduling across leadership, clients, and internal stakeholders
• Assist with planning and organization of internal and external events

4. CRM, Database & Records Management

• Maintain Bigin by Zoho CRM
• Update contact databases and activity notes
• Track prospective client interactions and follow-ups
• Ensure CRM records align with shared drives and internal systems

5. Operational & Administrative Coordination

• Create, update, and maintain:
  • Client communication templates
  • Onboarding messages
  • Periodic notices
  • Internal SOPs and workflow documents
• Chase vendors for expired insurance policies and maintain compliance records
• Maintain office contact lists (insurance, banking, vendors, professionals)
• Assist with company-wide announcements and internal communications

6. Marketing & Communications Support

• Create and update marketing materials using Canva, including:
  • Social media graphics
  • Client-facing visuals
  • Internal presentation materials
• Assist with drafting press releases and public announcements
• Maintain brand consistency across communications (final approval by leadership)

7. Systems, Documents & Shared Drives

• Support data entry in property management software (Buildium or similar)
• Upload, organize, and maintain documents in Google Drive
• Help organize and maintain master corporate shared-drive folder structures
• Maintain document naming conventions and version control
• Operate efficiently across multiple systems and platforms
• Use approved Remote Desktop / Virtual Desktop environment when required
• Send and receive client communications via approved email, voice, and text systems when assigned

All system access is role-based and controlled.

8. Bookkeeping & Light Accounting Support

• Assist with billing coordination
• Support invoicing workflows
• Maintain organized financial documentation
• Handle administrative accounting support tasks

No authority to move money, authorize payments, or access escrow or bank accounts.

Required Qualifications

• 3+ years of professional experience in office administration, operations, real estate support, or executive coordination
• Fluent English (spoken and written) – critical
• Strong Google Drive proficiency
• Comfortable with CRM systems (Zoho preferred)
• Able to learn property management software (Buildium or similar)
• Strong organizational and follow-through skills
• Professional, polished, and confident on Zoom
• Comfortable working in a structured, deadline-driven environment

Ideal Candidate Profile

We are looking for someone who:

• Thinks like an office administrator, not just a task executor
• Is highly organized and proactive
• Can manage recurring responsibilities without reminders
• Communicates clearly and professionally
• Handles sensitive information with discretion
• Is reliable, steady, and consistent

Compensation

Phase 1 (Training): $8.50/hour

After 3 months: $9.00/hour

After 12 months: $10.00/hour

Performance Bonus

• $75 per successfully onboarded client (Year 1)
• $150 per successfully onboarded client after one year

30–60–90 Day Expectations

First 30 Days

• Learn company services, systems, and workflows
• Understand onboarding and notice processes
• Begin supporting client communications and calendar management

60 Days

• Independently manage onboarding tasks and follow-ups
• Maintain CRM and shared drives accurately
• Assist with periodic notices and internal scheduling

90 Days

• Own office coordination functions
• Proactively manage calendars, reminders, and deadlines
• Improve consistency and clarity across communications

What This Role Is NOT

• Not a temporary or side job
• Not a task-only role
• Not a decision-making or financial authority role

We are looking for a reliable office administrator and operations coordinator who wants a long-term role within a structured real estate and property management environment.