Property Administrative Coordinator

LOOKING FOR STELLAR TOP CANDIDATES

Position: Property Administrative Coordinator
Working Hours: Full-Time Mon - Fri 9:00 am - 5:00 pm EST
Search Location: Philippines (Primary) South Africa (Secondary)
Salary: 1500-2000 USD per month (Philippines)
: 1700-2500 USD per month (South Africa)
: The Final Salary Offer depends on the clients decision interview results and experience

About the Client:

Our client offers a premier collection of luxury beachfront and coastal condominium rentals along Floridas Gulf Coast. The company is focused on delivering high-quality vacation rental experiences while maintaining strong operational and financial organization behind the scenes.

They are looking for a highly organized and detail-oriented Executive Assistant to provide dedicated personal and executive-level administrative support helping manage important financial household scheduling and recurring administrative responsibilities.

About the Role:

The Administrative Coordinator will provide hands-on administrative support across the business with a primary focus on data entry property listing updates form completion documentation and general administrative coordination.

This role is ideal for someone who genuinely enjoys administrative work and takes pride in accuracy organization and completing tasks thoroughly. The successful candidate will be comfortable working across multiple systems handling repetitive but detail-sensitive responsibilities and using modern AI tools to work more efficiently.

The ideal candidate is a dependable self-starter who can take ownership of assigned tasks recognize inconsistencies before they become problems and keep administrative workflows moving without requiring constant oversight.

Role Responsibilities:

Administrative Support

• Provide day-to-day administrative support across business operations.
• Complete data entry and maintain accurate information across company systems.
• Prepare complete and update forms and internal documentation.
• Organize digital records files and supporting materials.
• Assist with recurring administrative processes and business tasks.
• Track outstanding items and ensure required follow-up is completed.
• Support leadership and other team members with administrative projects as needed.

Property Listing Management

• Update vacation rental property listings with accurate and current information.
• Review property descriptions amenities policies and other listing details for accuracy.
• Make requested updates across relevant property and booking platforms.
• Assist with adding new properties and maintaining existing listing information.
• Identify outdated missing or inconsistent information and coordinate corrections.
• Ensure property information remains consistent across systems and customer-facing channels.

Data Entry & Information Management

• Enter and update business property and operational data accurately.
• Review information before submission to minimize errors.
• Maintain organized spreadsheets trackers and internal databases.
• Perform routine audits to identify missing or inconsistent information.
• Assist with transferring information between systems when required.
• Maintain strong data quality and documentation standards.

Forms & Documentation

• Complete and process business forms according to established procedures.
• Collect and organize information required for forms and documentation.
• Review completed materials for accuracy and completeness.
• Maintain organized electronic records of completed documents.
• Follow up on missing information when necessary.
• Assist with creating and improving templates for recurring administrative tasks.

AI-Enabled Administrative Support

• Use AI tools to improve the speed and efficiency of administrative work.
• Leverage AI for drafting summarizing organizing researching and formatting information.
• Identify repetitive administrative tasks that could be simplified through AI.
• Use sound judgment when reviewing AI-generated work for accuracy.
• Remain comfortable learning new AI tools and workflows as the companys processes evolve.

Organization & Workflow Coordination

• Maintain clear task lists deadlines and administrative priorities.
• Manage multiple assignments simultaneously without sacrificing accuracy.
• Keep stakeholders informed regarding the status of outstanding administrative items.
• Follow established processes while identifying opportunities to improve efficiency.
• Ensure important tasks and deadlines do not fall through the cracks.

Requirements:

• 25 years of experience in administrative support coordination operations support virtual assistance or a related role.
• Strong administrative data entry and organizational skills.
• Exceptional attention to detail and accuracy.
• Ability to manage multiple priorities meet deadlines and follow through on tasks.
• Strong written and verbal English communication skills.
• Comfortable working independently in a remote environment.
• Experience using spreadsheets online forms and cloud-based business systems.
• Ability to consistently follow established processes and instructions.
• Comfortable learning and using new technology and software.
• Proficiency with or strong interest in AI tools and AI-enabled workflows.

Preferred Qualifications:

• Experience in vacation rentals hospitality property management or real estate.
• Experience maintaining property product or online listings.
• Familiarity with property management booking or vacation rental platforms.
• Experience managing large volumes of property customer or business data.
• Familiarity with AI tools such as ChatGPT Claude Gemini or similar platforms.
• Experience improving administrative workflows processes or documentation.
• Strong spreadsheet skills particularly with Microsoft Excel or Google Sheets.

Ideal Candidate Profile:

• Hyper-organized and naturally inclined to keep information structured and current.
• Detail-oriented enough to catch small errors before they create larger problems.
• Someone who genuinely enjoys administrative work and takes satisfaction in completing tasks accurately.
• Technology-forward and comfortable incorporating AI into everyday work.
• Reliable professional who consistently follows through on assignments.
• Self-starter who can remain productive without constant supervision.
• Comfortable handling repetitive detail-heavy work while maintaining accuracy.
• Resourceful problem-solver who can investigate missing information and determine appropriate next steps.
• Adaptable team member who can quickly learn new systems and processes.

NOTE: We prioritize the processing of one application at a time. If you have applied for multiple job openings within our organization we kindly request that you direct any update inquiries to the team responsible for handling your initial application.

Required Experience:

IC