A Scheduler or Operations Coordinator provides scheduling and logistical support for an office, company or organization. May specialize in scheduling required for production or for administrative work.
Approximately 35 Hours per Week About the Position We are seeking a highly organized, personable, dependable, and financially minded Office & Financial Operations Coordinator to work directly with and support upper management across multiple companies, properties, and active projects. Our upper management team moves quickly from project to project and company to company. This position serves as a consistent point of administrative and financial support—helping management stay organized, keeping project information current, following up on outstanding items, and ensuring important details do not fall through the cracks. This is a hands-on, fast-moving role. On any given day, you may be updating project costs in Google Sheets, working within QuickBooks, navigating Yardi Breeze, reviewing financial information, following up on an invoice, organizing documentation, or helping management prepare for the next project. The ideal candidate is someone who can keep up with a fast-paced management team while bringing organization and consistency to many moving pieces. This position requires on-site attendance Monday through Friday from 9:00 AM-4:00 PM. Remote or hybrid work is not available for this role. Key Responsibilities Provide direct day-to-day administrative and financial support to upper management Help management stay organized as they move between multiple companies, properties, jobs, and projects Keep track of outstanding tasks, deadlines, documents, financial information, and follow-ups Navigate and work efficiently within QuickBooks Navigate Rightworks and assist with accounting-related workflows Assist with Yardi Breeze , including property management records, tenant information, charges, reporting, and account maintenance Maintain and update financial information across multiple companies and projects Use Google Sheets to track project costs, budgets, invoices, payments, expenses, and other financial data Regularly update project numbers so management has accurate, current financial information Assist with accounts payable and accounts receivable Enter, organize, review, and verify financial information Assist in preparing internal financial reports, project summaries, and cost updates Track invoices, payments, purchase information, and project-related expenses Maintain organized digital records and documentation Follow up proactively with management, employees, vendors, tenants, and other contacts when information is outstanding Assist with property management and general business administration Communicate professionally with tenants, vendors, employees, accountants, and other business contacts Identify discrepancies, missing information, or incomplete tasks and bring them to management's attention Take ownership of assigned responsibilities and follow them through to completion What We're Looking For This position requires someone who is organized, timely, personable, financially capable, and extremely comfortable with technology. You must be able to work in an environment where priorities can change quickly. Upper management may move from one project to another throughout the day, and this person needs to be able to follow that movement while keeping each project's information organized and up to date. We are not looking for someone who needs every task mapped out step-by-step. We are looking for someone who can receive direction, ask appropriate questions, take initiative, and independently follow a task through to completion. Required Skills & Qualifications Proficiency with QuickBooks Experience with or ability to confidently navigate Rightworks Experience with Yardi Breeze is strongly preferred Strong proficiency in Google Sheets Comfortable working with financial reports, project costs, invoices, expenses, and budgets Strong attention to detail and accuracy Excellent organizational and time-management skills Ability to manage responsibilities across multiple companies and projects simultaneously Ability to shift priorities without losing track of previously assigned responsibilities Strong written and verbal communication skills Professional, personable, and comfortable communicating with a variety of people Dependable and punctual Comfortable learning new systems, businesses, and processes Self-motivated and able to work independently Willing to take initiative and proactively follow up when information is needed Must be available to work on-site Monday-Friday from 9:00 AM-4:00 PM The Ideal Candidate You may be a great fit if you are the type of person who naturally keeps track of details, notices when numbers do not look right, follows up when something is missing, and enjoys creating organization in a busy environment. Our management team oversees multiple companies and projects at the same time. We need someone who can serve as the organizational and financial support behind that movement —keeping information current, tracking what still needs to be completed, and helping management move efficiently from one priority to the next. You should be comfortable going from updating a project budget in Google Sheets, to checking information in QuickBooks, to working in Yardi Breeze, to following up on an outstanding invoice, and then assisting management with a completely different project. If you enjoy being the person who keeps the moving pieces organized and helps a busy management team stay on track , this could be an excellent fit. Schedule & On-Site Requirement Monday-Friday 9:00 AM-4:00 PM This is an on-site position. Remote and hybrid arrangements are not available. Reliable and timely attendance is an essential requirement of the position. When applying, please submit your resume along with a brief description of your experience with QuickBooks, Rightworks, Yardi Breeze, Google Sheets, bookkeeping, financial reporting, project accounting, or supporting upper management.
