Bilingual Executive Assistant & Real Estate Operations Coordinator - QuickBooks

BruntWork; Colombia; Remote; COP 190,967,000 - 286,451,000; Full time

Benefits offered by this job

Health Insurance

Job summary

BruntWork is seeking a highly organized Bilingual Executive Assistant & Real Estate Operations Coordinator to serve as the principal’s right hand. This role supports daily priorities, coordinates projects, follows up with stakeholders, and ensures tasks, documents, and deadlines are tracked and executed across US-based vendors and municipal partners.

The ideal candidate communicates fluently in English and Spanish, manages calendars and email with discretion, and improves processes through SOPs.

Qualifications

• Excellent English communication; professional interaction with US-based vendors and officials.
• Strong organizational skills; manage multiple projects, priorities, deadlines, and documents.
• Proactive problem solving; anticipate needs and implement solutions independently.
• Strong follow-through; chase outstanding documents, responses, and approvals.

Responsibilities

• Executive Support and Inbox Management: manage inbox, identify urgent messages, draft responses, and maintain calendar with meetings and site visits.
• Stakeholder and Project Coordination: follow up with contractors, lenders, attorneys, architects, inspectors, and other stakeholders to obtain information and decisions.
• Municipal and Permit Coordination: interact with municipal offices, track permit applications, and keep project documentation up to date.
• Bookkeeping and Administrative Support: assist with QuickBooks data entry and organize financial records for CPA.
• Process Documentation and Operational Improvement: document workflows, develop SOPs, and identify process improvements.

Skills

Bilingual English/Spanish

Executive support

Project coordination

Stakeholder communication

Calendar management

Tools

Gmail/Google Workspace

Google Calendar

QuickBooks

CRM systems

Dropbox/Drive

Slack

Job description

Our client is looking for a Bilingual Executive Assistant & Real Estate Operations Coordinator who will serve as the principal’s right hand, helping manage daily priorities, coordinate projects, follow up with key stakeholders, and ensure that important tasks, documents, and deadlines are never overlooked.

Schedule

• Monday - Friday, 9:00 AM - 6:00 PM Eastern Time, with 1-hour unpaid break (40 work hours per week)

Responsibilities

Executive Support and Inbox Management

• Manage the principal’s inbox, identify urgent messages, prioritize requests, and draft routine email responses in the principal’s communication style.
• Maintain an organized calendar, coordinate meetings, site visits, inspections, and calls, and prepare relevant briefing notes.
• Identify scheduling conflicts and ensure the principal is prepared for upcoming commitments.

Stakeholder and Project Coordination

• Follow up persistently with contractors, subcontractors, lenders, attorneys, architects, inspectors, and other project stakeholders to obtain outstanding information, documents, and decisions.
• Track pending requests, project milestones, and deadlines to ensure progress continues without unnecessary delays.
• Maintain clear communication and elevate unresolved issues when leadership intervention is required.

Municipal and Permit Coordination

• Communicate with New Jersey municipal offices, city clerks, and inspectors regarding permit applications, paperwork, inspections, and project requirements.
• Track application statuses and outstanding documentation.
• Follow up consistently with relevant offices to help keep development projects moving.

Bookkeeping and Administrative Support

• Assist with QuickBooks data entry and transaction categorization.
• Match receipts, organize financial documentation, and maintain accurate records for the company’s CPA.
• Support general document management and maintain organized digital files.

Process Documentation and Operational Improvement

• Document recurring workflows and develop Standard Operating Procedures (SOPs) as you learn the business.
• Identify inefficiencies, missed follow-ups, potential bottlenecks, and operational risks before they become larger problems.
• Recommend practical solutions and take initiative to improve how the business operates.

Requirements

• Excellent English communication: Strong written and spoken English, with the ability to represent company leadership professionally when communicating with US-based vendors, lenders, contractors, and municipal officials.
• Exceptional organization: Ability to manage multiple projects, competing priorities, deadlines, documents, and follow-ups without losing track of details.
• Proactive problem-solving: Demonstrated ability to anticipate needs, identify issues independently, and recommend or implement solutions without constant supervision.
• Strong follow-through: Persistence and accountability when chasing outstanding documents, responses, approvals, and decisions.
• Technology proficiency: Comfortable using Gmail, Google Calendar, Google Drive, QuickBooks, CRM systems, Dropbox, Slack, and/or WhatsApp, with the ability to learn new tools quickly.
• Independent working style: Able to exercise sound judgment, manage responsibilities autonomously, and communicate important updates clearly.
• Reliable remote setup: Must have a quiet, private workspace, reliable home internet, and a backup plan for power or internet outages.
• Schedule availability: Able to work full-time during the specified Eastern Time schedule.
• Fluency in Spanish, particularly for communicating with Spanish-speaking contractors and subcontractors in New Jersey.
• Previous experience supporting US-based real estate developers, construction companies, property management businesses, or related industries.
• Familiarity with construction projects, permitting processes, inspections, or municipal coordination.
• Previous experience with QuickBooks, bookkeeping, or financial record organization.
• Experience as an Executive Assistant, Operations Assistant, Project Coordinator, or similar professional supporting business leadership.
• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations