I am seeking a highly organized, proactive, and trustworthy Executive Operations & Personal Administration Coordinator to help manage the administrative, financial, and operational details across my business portfolio and personal affairs.

My portfolio spans residential real estate, investments, and retail operations. I am looking for someone who can bring structure to these areas, keep information organized, follow up with tenants and vendors, monitor expenses, coordinate client relationship activities, and identify opportunities to improve efficiency.

This role goes beyond basic administrative support. The ideal candidate will anticipate needs, take ownership of assigned responsibilities, identify problems before they escalate, and recommend practical solutions.

The ultimate goal is to reduce the amount of time I spend on routine administrative work so I can focus on higher-value business activities and strategic decisions.

Key Responsibilities1. Real Estate Administration & Tenant Coordination

- Manage routine tenant communications, including responding to inquiries, sending reminders, coordinating requests, and following up on outstanding issues.
- Maintain organized digital records for properties, tenants, leases, renewals, notices, insurance, utilities, maintenance, and other property-related documents.
- Track important dates, including lease expirations, rent-related follow-ups, renewals, contractor appointments, and outstanding maintenance items.
- Coordinate communications with contractors, tradespeople, property service providers, and tenant placement companies.
- Obtain quotes, schedule appointments, follow up on work orders, and maintain records of completed and outstanding work.
- Assist with tenant placement by coordinating with rental agencies, collecting required information, and tracking the progress of vacancies.
- Maintain a centralized property management tracker with transparent statuses, deadlines, and next steps.
- Escalate sensitive tenant disputes, legal notices, significant maintenance issues, and decisions requiring the owner's approval.

1. Bookkeeping Support & Financial Organization

- Collect, locate, organize, and categorize receipts, invoices, bills, and supporting financial documents.
- Maintain accurate digital filing systems for personal finances, real estate entities, and consulting operations.
- Reconcile supporting documents against transactions and flag missing receipts, duplicate charges, unusual expenses, and discrepancies.




- Maintain expense trackers and ensure financial records are complete and ready for review by the accountant or bookkeeper.
- Improve the process for collecting receipts and tracking expenses across multiple accounts, properties, and businesses.
- Research and recommend software, integrations, and automation tools that can reduce manual bookkeeping and administrative work.
- Help maintain clear separation between personal and business expenses and between different corporate entities.
- Coordinate with accountants and bookkeepers to obtain missing information and resolve documentation gaps.

1. Expense Monitoring & Cost Optimization

- Monitor expenses across personal finances, real estate, and consulting operations.
- Review monthly spending and identify unusual increases, recurring charges, unused subscriptions, and potential savings.
- Compare expenses over time to identify trends and areas where costs may be reduced.
- Research alternative service providers, software subscriptions, insurance options, utilities, and other recurring costs when appropriate.
- Identify opportunities to negotiate better pricing or consolidate services.
- Prepare a concise monthly expense report highlighting significant changes, potential savings, and items requiring attention.
- Maintain a list of recommended cost-saving opportunities, including estimated savings, implementation effort, and next steps.
- Help establish budgets, expense categories, and recurring financial review processes.

Important: This position supports financial oversight and analysis. It does not independently authorize payments, move funds, make investment decisions, or replace professional accounting and tax advice.

1. Executive & Personal Administration

- Maintain an organized contact database covering family, friends, clients, tenants, contractors, service providers, and business contacts.
- Track birthdays, anniversaries, holidays, important client milestones, and other relationship-related dates.
- Set up reminders sufficiently in advance so that gifts, cards, messages, or other arrangements can be prepared on time.
- Maintain a centralized calendar of important dates, deadlines, appointments, renewals, and follow-ups.
- Help manage administrative tasks, research requests,



scheduling, and other responsibilities as assigned.
- Ensure commitments and outstanding tasks are tracked through to completion.

1. Client Relationship Management & Gifting

- Maintain a client relationship tracker for consulting clients and other important professional contacts.
- Organize birthday gifts, baby gifts, Christmas baskets, holiday gifts, and other client appreciation initiatives.
- Research suitable gift options based on budget, recipient, occasion, and business relationship.
- Coordinate with vendors to source products, prepare branded packaging, assemble gift baskets, and arrange delivery.
- Maintain an annual gifting calendar and budget to avoid last-minute purchases and missed occasions.
- Track gift orders, delivery confirmations, budgets, and recipient preferences where appropriate.
- Help create a consistent and professional client experience across the business.

1. Marketing Coordination & Brand Materials

- Research and shortlist qualified vendors for branded business cards, stationery, promotional merchandise, packaging, and other marketing materials.
- Compare vendors based on pricing, quality, turnaround times, reviews, and minimum order quantities.
- Coordinate with graphic designers, printers, and branding professionals to obtain quotes and samples.
- Help source appropriate professionals for logo refinements, brand assets, and other design projects.
- Track project timelines, approvals, costs, and deliverables.
- Maintain an organized library of logos, brand guidelines, design files, templates, and vendor information.
- Ensure materials are consistent with the relevant business's branding and are delivered on time.

1. Systems, Automation & Continuous Improvement

- Identify recurring administrative tasks that can be simplified, standardized, delegated, or automated.
- Research and implement approved tools for document management, expense tracking, reminders, task management, and workflow automation.
- Build and maintain standard operating procedures (SOPs), checklists, templates, and trackers.
- Consolidate scattered information into organized, easy-to-access systems.
- Recommend improvements that reduce manual work, minimize errors, and improve visibility across the business portfolio.
- Provide regular updates on completed tasks, upcoming deadlines, outstanding issues, and recommendations.

Pay: $19.76-$25.00 per hour Expected hours: No less than 20.0 per week

Benefits

- Casual dress
- On-site parking

Work Location: In person

📌 Office Coordinator (Whitby)
🏢 Blulab Consulting
📍 Whitby