About the job
Join us at our esteemed Family Office in Palo Alto, CA, where we cultivate a culture of professionalism, kindness, and integrity. Our commitment to confidentiality and delivering outstanding service creates a fulfilling work environment for our team members.
We are in search of a highly organized and motivated Residential Operations Coordinator to support our residential operations team. In this vital role, you will provide comprehensive support to a Director-level leader and operational managers across various locations.
This dynamic position emphasizes the importance of effective time management, critical thinking, and the ability to prioritize tasks to enhance operational efficiency. Your contribution will be essential in ensuring seamless daily operations, travel coordination, and project scheduling in a fast-paced setting.
Core Duties & Responsibilities:
- Deliver administrative support to the Director of Operations and the broader operations team.
- Act as a primary point of contact for daily communications within the operations team, managing emails and messaging platforms in a prompt and professional manner.
- Assist in project coordination by maintaining documentation and tracking deadlines throughout all phases (pre, on-site, and post).
- Facilitate cross-department communication by relaying updates and action items while addressing escalations when necessary.
- Gather and organize schedules, attendance lists, notes, and supporting documentation to assist team leaders.
- Maintain organized digital files and shared folders to ensure up-to-date and accessible information.
- Confirm appointments, staffing, resource availability, and logistical details to support daily operations.
- Coordinate travel logistics for staff, including flights, accommodations, and itineraries.
- Complete expense reports and document key meeting notes and action items.
- Keep the Director informed of any significant updates or changes.

