Business Operations Coordinator

Ascendia Group operates across two integrated disciplines of real estate and hospitality:

1. Residential Real Estate Sales (Primary Secondary): Representing buyers and sellers of residential homes for primary and secondary residences.

2. Investment & Income-Generating Real Estate: Representing buyers and sellers of income-producing residential single-family homes and condos for long-term and short-term investment strategies.

Ascendia also manages the investment incoming producing rentals by partnering with distribution channels such as VRBO and Airbnb (plus other relevant channels as applicable). In addition, Ascendia acquires investment properties through referral partners, supporting a steady pipeline of opportunities.

Position Summary

The Business Operations Coordinator will support leadership and day-to-day operations across sales, investment transactions, and vacation rental management. This is a client-facing and detail-driven role requiring strong organization, excellent communication, and confidence working with modern software tools including AI platforms used for marketing, drafting, and workflow support.

You will help ensure calendars, communications, task tracking, marketing coordination, and property-related processes run smoothly while also helping Ascendia deliver exceptional customer experience.

Key Responsibilities:

Executive Support

• Manage and schedule, time sensitive projects across sales, operations marketing, and accounting assuring deadlines are met.
• Draft and respond to emails/messages as appropriate, ensuring professionalism and accuracy.
• Organize documents and maintain clean deal/property records (contracts, listings, inspection items, communications, timelines).
• Prepare meeting notes, agendas, and follow-ups to keep projects moving.

Real Estate Operations (Sales Investments)

• Support coordination of buyer and seller activities for both primary/secondary residences and income-producing single-family homes/condos.
• Assist with organizing client communication, scheduling showing appointments, and coordinating key steps from offer through close.
• Maintain trackers for action items, contingencies, document requests, and milestones.

Vacation Rental Management Support

• Assist with coordination of vacation rental workflows, including owner and guest communication when needed.
• Help maintain organization of listing details, distribution channel needs (e.g., VRBO/Airbnb), and operational updates.
• Support marketing coordination for rentals, including creative asset preparation, scheduling posts, and maintaining listing accuracy.

Referral Partner & Acquisition Support

• Help coordinate with referral partners by tracking incoming leads, documenting details, and supporting timely follow-up.
• Maintain process documentation for acquisition opportunities and partner communications.
• Software & Marketing Support (Basic/Practical Proficiency Required)
• Use common tools with confidence, including Microsoft and related productivity platforms.
• Support use of vacation rental software and other operational tools used by the business.
• Assist with creative marketing software for basic marketing asset creation and scheduling.
• Use AI platforms to draft content and streamline workflow, including familiarity with tools such as ChatGPT, Claude, Grok (and similar platforms).

Note: You do not need to be an expert in every platform, but you must be proficient with basic software principles and willing to learn Ascendia’s systems quickly.

Required Qualifications

• 2–5 years of experience in either vacation rental business and/or real estate (administrative or executive support experience strongly preferred).
• Comfortable working with the public (clients, guests, referral partners) in a friendly, professional manner.
• Strong organizational skills and excellent follow-through.
• Amazing written and verbal communication skills.
• A positive, upbeat attitude—someone who wants to have fun at work while staying accountable.

Preferred Qualifications

• Experience supporting real estate agents, teams, or investment transactions.
• Familiarity with vacation rental listing and distribution workflows (e.g., VRBO/Airbnb).
• Experience working with marketing tools, listing optimization, and basic content creation.
• Prior exposure to AI tools for drafting, ideation, and messaging.

Soft Skills (Must-Haves)

• Well organized with strong attention to detail.
• Clear, responsive communication, no missed steps or vague follow-through.
• Professional discretion with sensitive client and deal information.
• Team-oriented mindset and a strong desire to improve processes.

Benefits include: Paid Time Off and Holiday Pay, Health Insurance Stipend, Bonus Opportunity, Anniversary Bonus

Pay: $55,000.00 - $65,000.00 per year

Work Location: In person

Salary : $55,000 - $65,000