Executive Operations Coordinator | Luxury Real Estate & Estate Advisory

Executive Operations Coordinator | Luxury Real Estate & Estate Advisory

Full-Time | Long-Term | Work From Home (Philippines)

About Us:

Big Returns is redefining what property management looks like.

We are building a luxury Private Estate Advisory firm serving owners of extraordinary homes throughout Southern California.

We don't simply manage properties—we protect investments, preserve legacies, and provide white-glove service to high-net-worth homeowners.

We're looking for someone who wants to grow with us for years, not just complete tasks.

If you're proactive, organized, love solving problems, and enjoy being the person who keeps everything running smoothly, we'd love to meet you.

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About the Role:

This is not a typical Virtual Assistant position.

You'll become the operational backbone of our growing company.

You'll work directly with the founder, helping manage multiple businesses including luxury estate advisory, real estate sales, and mortgage operations.

Every day will be different.

You'll answer calls, coordinate vendors, organize projects, manage calendars, communicate with clients, update CRMs, and help create an exceptional client experience.

As our company grows, this position has the opportunity to grow into an Operations Manager or Chief of Staff role.

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Responsibilities:

Client Communication

* Answer incoming business calls professionally
* Respond to emails
* Schedule appointments
* Follow up with clients
* Provide exceptional customer service
* Route urgent matters appropriately

Operations

* Manage executive calendar
* Coordinate vendors
* Schedule inspections
* Track projects
* Organize files
* Create and maintain SOPs
* Keep projects moving

CRM Management

* Update Follow Up Boss
* Manage GoHighLevel (REI Reply)
* Track leads
* Create tasks
* Maintain accurate records

Marketing Support

* Upload YouTube videos
* Schedule LinkedIn content
* Publish blogs
* Update WordPress website
* Coordinate newsletters
* Organize marketing assets

Administrative Support

* Inbox management
* Travel arrangements
* Research
* Data entry
* Document preparation
* Calendar management
* Miscellaneous executive support

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Required Skills

* Excellent spoken English
* Excellent written English
* Professional phone etiquette
* Strong organizational skills
* High attention to detail
* Ability to prioritize tasks
* Fast learner
* Comfortable with technology
* Reliable internet connection
* Quiet home office

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Experience Preferred

Experience with any of the following is a plus:

* Real Estate
* Property Management
* Mortgage Industry
* Executive Assistant
* Operations Coordinator
* Customer Service
* WordPress
* Follow Up Boss
* GoHighLevel
* Google Workspace
* Microsoft Office
* Canva
* ChatGPT / AI tools

Don't worry if you don't have experience with every platform—we value intelligence, initiative, and a willingness to learn.

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The Person We're Looking For

You're someone who naturally notices details.

You don't wait to be told what to do.

You enjoy organizing chaos.

You communicate professionally.

You take pride in your work.

You genuinely care about creating an outstanding client experience.

You think ahead.

You solve problems before they become problems.

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Compensation:

Competitive salary based on experience.

Performance bonuses available.

Paid holidays and raises based on performance.

Long-term growth opportunities.

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To Apply:

Please include the following:

1. Tell us about yourself.
2. Describe your previous experience answering business phones.
3. What time zone are you in, and are you comfortable working Pacific Time business hours?
4. Record a 60-second voice introduction (link or attachment).
5. Tell us about a time you solved a difficult problem without being asked.
6. What AI tools have you used in your work?
7. Type the words **Protect the Legacy** as the first line of your application so we know you read this entire posting.

We're looking for someone who wants to become an important part of our team—not just another employee.