Administrative Assistant

Job Description

About Caribbean Operating Solutions

Caribbean Operating Solutions is an operations management firm supporting businesses across hospitality, real estate, and back-office operations. A significant portion of our work is focused on day-to-day operational management, where structure, follow-through, and communication are critical.

We execute administrative, routine, ad hoc maintenance projects and daily operational tasks on behalf of our clients. Our role is to bring clarity, coordination, and excellence to environments that are fast-paced, detail-driven, and data-driven.

About the Role

The Administrative / Operations Coordinator plays a central role in COS’s real estate maintenance and operations portfolio. This role is responsible for coordinating open projects, active maintenance items, and daily operational tasks tied to property maintenance.

You will manage high-volume communication with clients, serve as a primary source of reference for what is happening day-to-day, and ensure accurate information is tracked, updated, and shared with the wider team through our project management systems.

This is not a passive support role. It requires ownership, attention to detail, consistent follow-through, initiative, transparency, and accountability.

Working Style & Learning Expectations

At COS, communication, learning, research, and writing are core to how we operate. You will regularly read and draft emails, meeting minutes, operational updates, internal documents, and reports.

Strong reading comprehension and clear written communication are non-negotiable in this role. The ideal candidate is someone who is not intimidated by information or documentation and understands that strong operations rely on accurate communication.

Key Responsibilities

• Track open and pending projects.
• Prompt teammates when projects stagnate.
• Follow through until tasks are closed.
• Communicate updates and obstructions clearly and accurately.
• Manage scheduling, calendars, meetings, appointments, and events.
• Handle incoming and outgoing communication including emails, phone calls, and correspondence.
• Draft and edit documents, letters, reports, minutes, action items, and agendas.
• Organize records, databases, documents, approvals, and filing systems.
• Assist with office management, supplies, equipment, expense tracking, and daily operations.
• Support event coordination, workshops, company activities, and conferences.
• Assist with HR support including onboarding, personnel files, and payroll records.
• Support project teams with scheduling, milestone tracking, and project documentation.
• Address administrative issues and assist in finding practical solutions.
• Collaborate with internal teams to support efficient coordination and communication.

This Role Is For You If

• You enjoy learning new tools, systems, and workflows.
• You are comfortable juggling multiple priorities without losing details.
• You are curious and willing to research better ways of doing things.
• You enjoy reading and writing daily as part of your work.
• You value organization and clear documentation.
• You take ownership and follow through until tasks are complete.

This Role Is Not For You If

• You prefer repetitive, task-only administrative work with no decision-making.
• You dislike deadlines, follow-ups, or accountability.
• You dislike daily reading or writing.
• You struggle to stay organized digitally or physically.
• You prefer fixed routines and resist new tools or systems.
• You are uncomfortable learning new platforms or adapting processes.

Qualifications / Ideal Candidate Profile

• 2–4+ years of experience in administrative, operations, or coordination roles.
• Strong written and verbal communication skills.
• Excellent organizational and multitasking abilities.
• Comfortable supporting projects, people operations, and leadership.
• Experience in operations-driven environments is a strong advantage.
• Bachelor’s degree preferred but not required. Relevant experience, competence, and work ethic matter more.

Employee Benefits

• Birthday leave with pay.
• Performance-based incentives for exceptional contributions and achievement of key objectives.
• End-of-year performance bonus, subject to individual and company performance.
• Opportunities for professional development and exposure to new technologies and operational systems.
• Supportive team environment with ongoing coaching and feedback.

Application Steps

Please complete the steps below in order. Each step helps us better understand your work style, attention to detail, communication ability, and fit for the role.