Management assistant Jobs in Jacksonville, FL

Property Management Coordinator

Grassy Creek is a private equity firm with offices in Jacksonville, Crested Butte, New York, and the Bay Area. Our primary business lines are Asset Management, Property Development, and Technology Ventures. Grassy Creek's diverse portfolio includes private homes, commercial spaces, and a collection of remote lodges for the adventure travel brand Eleven Experience. Our lodges, chalets, and beach houses are miles from the main road and in unique locations away from the crowd. Each property is carefully designed and crafted, showcasing our distinct style that considers local architecture and cultural aesthetics.

We encourage creative thinking, and we have fun turning our dreams into reality. Whether creating a world-class cat ski operation, building a global high-end experience destination business, or building innovative business software applications, we dream big and continue to be amazed when those dreams come true. Among other things, we are passionate about conservation. We act as leaders by investing time and capital into protecting the environment. We invest future wealth for our clients in local, sustainable businesses and always ensure that we give back as much as we take.

Grassy Creek offers medical, dental, and vision coverage, as well as a 401k with company match.

The Property Management Coordinator supports the Director of Property Management across operational and administrative functions spanning the full portfolio. Responsibilities include coordinating communication across property teams and vendors, developing and maintaining property management workflows and maintenance calendars, supporting proactive and preventative maintenance scheduling, FF&E reserve research and proposals, property manual development, and inventory and procurement support. This full-time, benefitted, year-round position offers an annual salary between $65,000$85,000 depending on experience and qualifications.

Property Manual Development

• Coordinate with property teams across the portfolio to gather, document, and maintain property-specific operational manuals.
• Own the workflow for drafting, organizing, and updating manual content; manage version control and distribution to relevant staff.
• Maintain consistent structure and depth across all properties while capturing site-specific nuances.

FF&E Reserve Qualification, Research & Proposals

• Assist in proposing new, and evaluating incoming FF&E reserve and CAPEX request for completeness, priority, and alignment with needs and budget.
• Conduct product research across FF+E/Building Systems categories; compare options, source pricing, and prepare proposals for Director review and ownership approval.
• Track open requests through approval, procurement, and delivery; maintain a running log by property.

Inventory System Build-Out & Management

• Lead the design and build-out of a portfolio-wide inventory tracking system from tool selection and data structure through initial population and ongoing management.
• Coordinate with property teams to capture and maintain accurate inventory records across all locations.
• Develop SOPs for inventory management; train property staff on system use as needed.

Inventory Management, Parts Identification & Ordering

• Manage a central portfolio-wide inventory system maintaining accurate records of FF&E, supplies, consumables, and equipment across all properties.
• Coordinate with property teams to keep inventory current; flag depletion, condition issues, or reorder thresholds before they become operational problems.
• Aide in researching relevant replacement products, components, and repair parts.
• Build and maintain a parts and vendor reference library organized by property and system type, so sourcing common needs gets faster over time.

Research & Procurement Support

• Take on open-ended research tasks across a wide range of property needs from appliances and fixtures to mechanical equipment and specialty materials.
• Compile options, compare pricing and lead times, and present for review.
• Coordinate vendor outreach and track orders through delivery and installation confirmation.
• Assist with invoice review and procurement record keeping as part of the broader ordering workflow.

Team Coordination & Director Support

• Support the Director in directing property teams, contractors, and vendors tracking open items, following up on action points, and maintaining accountability across concurrent work streams.
• Prepare briefings, meeting agendas, and status summaries for team calls, property visits, and ownership reviews.
• Manage calendars, travel logistics, and cross-timezone scheduling; draft and route correspondence as needed.

Workflow Systematization & Standards Development

• Design and build systematized property management workflows maintenance calendars, inspection schedules, vendor structures, and recurring task frameworks.
• Standardize processes where applicable across the portfolio; customize for individual property requirements and regional conditions.
• Document all workflows in a format that is maintainable by property teams over time and scalable as the portfolio grows.

Required Skills & Experience

• 35 years of experience in property management, operations, or a related field ideally with exposure to multi-site or geographically distributed portfolios.
• Proven self-starter able to identify what needs to be done, build structure where it doesn't exist, and follow through without needing consistent prompting.
• A strong research mindset you don't need to be a building systems expert, but are comfortable diving into unfamiliar technical territory, getting oriented quickly, and surfacing the right answer.
• Highly organized with the ability to manage competing priorities across multiple properties, time zones, and work stream types simultaneously.
• Clear written communicator; comfortable drafting correspondence, proposals, and operational documentation to a professional standard.
• Proficiency in Google Workspace and Microsoft Office Suite; experience with project management or inventory tools (Smartsheet, MaintainX, Nimble, or similar).
• High discretion with confidential, ownership-sensitive information.

Preferred Qualifications

• Background in luxury residential property management, UHNW family office, or high-end hospitality operations.
• Hands-on experience with inventory system design and management.
• Passing familiarity with building systems (HVAC, plumbing, electrical, smart home/AV) is a plus, but not required we'll teach what matters.
• Experience with procurement, CAPEX tracking, and/or inventory management systems.
• Bachelor's degree or equivalent experience; demonstrated ability to build systems and documentation from scratch.

Work Requirements

• This position is primarily remote/hybrid with occasional travel to properties required.
• Availability to respond to time-sensitive operational matters outside standard business hours as needed.
• Comfort working across multiple time zones and coordinating with international vendors and staff.
• Valid Drivers License with clean driving record.
• Current Passport and able to travel internationally as required.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.