JOB SUMMARY
Apex Company is building a scalable real estate development and investment platform focused on identifying opportunities, managing projects, coordinating stakeholders, and creating long-term value through development, acquisitions, and operations.
The Administrative Operations Coordinator is not a traditional receptionist or clerical assistant. This role serves as the operational backbone of the company, ensuring the Founders and leadership team can focus on high-value activities such as acquisitions, capital raising, business development, project execution, and strategic growth.
The successful candidate will be highly organized, proactive, detail-oriented, technologically capable, and obsessed with efficiency. They will own administrative systems, information management, scheduling, follow-up processes, and communication workflows across the company.
The ideal person should be capable of saving the Founders 15-25+ hours per week by eliminating administrative bottlenecks and ensuring nothing falls through the cracks.
EXECUTIVE SUPPORT
- Manage Founders calendar and scheduling.
- Prioritize meetings based on business value and urgency.
- Coordinate internal and external meetings.
- Schedule calls with investors, lenders, consultants, brokers, municipalities, contractors, and partners.
- Ensure proper preparation materials are available before meetings.
- Protect executive time by filtering unnecessary requests.
- Coordinate travel arrangements when required.
Email & Communication Management
- Monitor and organize company inboxes.
- Draft and prepare professional correspondence.
- Flag urgent items requiring immediate attention.
- Maintain follow-up systems for outstanding communications.
- Track action items arising from emails and meetings.
- Maintain communication records and contact databases.
Meeting Coordination
- Prepare agendas.
- Record meeting notes.
- Document decisions and action items.
- Track completion of assigned tasks.
- Follow up with team members and external stakeholders.
PROJECT ADMINSTRATION
Support active real estate development, acquisition, and construction projects by:
- Organizing project documentation.
- Maintaining project folders and digital records.
- Tracking permits, applications, approvals, and submissions.
- Monitoring project timelines.
- Maintaining consultant contact information.
- Tracking key deadlines.
- Assisting with tender and procurement documentation.
- Coordinating meetings with consultants and project teams.
Document Management
- Create and maintain filing systems.
- Organize:
- Contracts
- Agreements
- Municipal submissions
- Development applications
- Financial documents
- Investor communications
- Corporate records
- Ensure all documents are version-controlled and easily accessible.
Task & Workflow Management
- Maintain company task management systems.
- Track ongoing projects and initiatives.
- Monitor completion of assigned tasks.
- Identify overdue items.
- Escalate critical issues when necessary.
- Improve workflow processes to increase efficiency.
CRM MANAGEMENT
- Maintain investor, broker, lender, consultant, and partner databases.
- Update CRM records.
- Track communications and follow-ups.
- Ensure relationship management processes remain current.
Proposal & Presentation Support
- Format proposals.
- Prepare presentation packages.
- Create meeting packages.
- Assemble due diligence materials.
- Coordinate investor information requests.
FINANCIAL ADMINSTRATION
Coordinate and organize:
- Invoices
- Receipts
- Expense records
- Vendor payments
- Consultant invoices
- Contract documentation
SYSTEMS & PROCESS MANAGEMENT
A key objective of this role is creating operational efficiency.
Responsibilities include:
- Developing Standard Operating Procedures (SOPs).
- Documenting workflows.
- Improving administrative systems.
- Automating repetitive tasks where possible.
- Maintaining project management software.
- Managing company databases.
- Creating templates and operational checklists.
SOFTWARE MANAGEMENT
Proficiency with:
Office & Productivity
- Microsoft Office Suite
- Google Workspace
- Excel / Google Sheets
- Word
- PowerPoint
Project Management
- ClickUp
- Asana
- Monday.com
- Trello
- Notion
CRM Systems
- HubSpot
- Salesforce
- Pipedrive
- Zoho CRM
Communication
File Management
- SharePoint
- Google Drive
- Dropbox
AI & Automation Tools (Preferred)
- ChatGPT
- Microsoft Copilot
- Zapier
- Make.com
- AI-assisted workflow tools
This position requires a proactive individual who thrives in a fast-paced environment, possesses excellent communication skills, and demonstrates a high level of professionalism.
IDEAL CANDIATE PROFILE
The ideal person is:
- Highly proactive rather than reactive.
- Comfortable managing ambiguity.
- Obsessed with organization.
- Process-driven.
- Technologically capable.
- Able to think several steps ahead.
- Professional and trustworthy.
- Comfortable working directly with ownership.
- Interested in real estate, development, construction, investment, or entrepreneurship.
Most importantly, they act as a force multiplier for leadership by creating structure, accountability, and operational consistency throughout the organization.
LONG TERM GROWTH PLAN
This role should be designed to evolve into one of the following positions as Apex grows:
- Executive Operations Manager
- Director of Administration
- Operations Manager
- Development Coordinator
- Chief of Staff
Pay: $250.00-$350.00 per day
Work Location: Hybrid remote in Ottawa, ON
