Executive Assistant & Operations CoordinatorVantage West Realty | Kelowna, BC$60,000 – $75,000 | Full-Time | Hybrid
About the Role
Ezra Cremers Personal Real Estate Corporation, operating under Vantage West Realty, is a boutique residential property management company with doors across Kelowna, West Kelowna, Vernon, Lake Country, and Peachland. We're known for our 5-star reputation, proactive communication, and Ezra holds a dual-license both his property management and real estate, which means clients get full-service expertise under one roof.
We're looking for an Executive Assistant & Operations Coordinator who runs toward problems, not away from them. This role sits at the centre of everything: you manage upward to Ezra and downward to our unlicensed assistant and virtual assistants team. When you do your job well, Ezra is free to focus on clients and growth. When you don't, everyone feels it.
This is not a task-doer role. This is an ownership role.
What You'll Own
- Triage and oversee the management of three active Gmail inboxes (primary, admin, maintenance) daily, with urgency awareness
- Oversee our maintenance coordinator and ensure the success end-to-end through Property Meld, including vendor scheduling and owner communication
- Manage Ezra's calendar, communications, and daily priorities he should never be surprised
- Oversee task flow in Monday.com across the team and virtual assistants
- Prepare and route documentation in DocuSign, Google Drive, and Dropbox
- Handle tenant and owner correspondence on behalf of the team, never owner-facing decisions, always proactive updates
- Flag anything that needs Ezra before it becomes a problem
You're the Right Fit If You
- Have 3+ years of executive assistant or operations coordinator experience
- Can manage multiple inboxes without things falling through the cracks
- Know how to manage up, you communicate proactively, not reactively
- Are calm under volume (our maintenance inbox alone handles hundreds of threads a month)
- Can hold a team accountable without being the boss
- You are comfortable with property management software or can learn it fast
- You are interested in learning and leveraging AI to get your job done following compliance rules
Nice to Have (Not Required)
- Familiarity with Property Ware, Property Meld, or LeadSimple
- Knowledge of the BC Residential Tenancy Act
- Experience supporting a licensed professional (realtor, property manager, lawyer, accountant)
This Role Is Not For You If
- You need to be told what to do every day
- You treat email as a to-do list you'll get to eventually
- You're looking for a quiet back-office job
- You aren't availble during the hours the business needs you
- You don't pick up the phone when it rings
Details
- Monday–Friday, standard business hours 9am - 5pm
- Heightened availability on the 1st and 15th of each month (move-in/move-out days)
- Weekend emergency availability expected (not the norm, but it happens)
- Hybrid mix of in-office (Kelowna) and remote
- Salary: $60,000–$75,000 based on experience
To Apply
Send your resume to [email protected]
Subject line must read: Operations First
In the body of your email, answer this question in one sentence: What's the difference between managing up and managing down?
Applications without the correct subject line or the one-sentence answer will not be reviewed.
Pay: $60,000.00-$75,000.00 per year
Work Location: Hybrid remote in Kelowna, BC V1Y 9X9
