Real Estate & Business Development Coordinator

Lava Island

4d•Remote

About The Position

The Real Estate & Business Development Coordinator supports the Founder across the front end of Lava Island's real estate and development pipeline. The role sits upstream of construction, in the work of identifying sites, building relationships with brokers and landlords, moving opportunities through letters of intent and due diligence, and keeping a high volume of conversations, documents, and decisions organized as deals move toward signed leases. The role has two halves. The first is coordination of the active real estate pipeline: tracking status across opportunities, maintaining current document versions, coordinating communication with external parties, and supporting clean handoffs to internal construction and development teams when a lease is signed. The second is direct executive support to the Founder: inbox management, calendar and travel coordination, meeting preparation, and serving as the primary point of contact for external requests on the Founder's time. This role is fully remote. The Founder travels frequently, and the role is structured to support him effectively from a distance.

Requirements

Executive Assistant, Executive Operations, or comparable executive support experience, with substantive responsibility for inbox management, calendar coordination, and external communication on behalf of a senior executive.
Demonstrated ability to track and coordinate work across many simultaneous external conversations, documents, and deadlines without dropping items.
Strong written and verbal communication skills. Comfort drafting and responding to professional communication in an executive's voice.
High proficiency with Outlook and Microsoft 365, project tracking tools such as Monday.com, and Excel.
Ability to work independently in a fully remote arrangement, with strong self-direction and follow-through.
Sound judgment about what reaches the Founder's calendar and what can be handled, redirected, or deferred.
Discretion with sensitive information, including financial, real estate, and personnel matters.

Nice To Haves

Real estate, development, commercial leasing, or project coordination exposure.
Experience supporting founders or senior executives in fast-paced, high-growth environments.
Familiarity with multi-entity or multi-location business operations.

Responsibilities

Maintain a current status list of all active real estate opportunities, including stage, key contacts, and outstanding items.
Track document versions and ownership across LOIs, term sheets, and other deal documents.
Coordinate communication with brokers, landlords, real estate partners, and external advisors on behalf of the Founder.
Coordinate with internal Finance to respond to financial information requests from prospects and external partners.
Consolidate information from multiple parties into clear summaries, action items, and follow-up lists.
Coordinate site visits, tours, and development-related scheduling.
Support a clean handoff to the Program Director (Park Development) and internal construction teams once a lease is signed.
Manage and organize high-volume email communication on behalf of the Founder.
Draft and respond to emails in the Founder's voice when appropriate.
Prioritize urgent communications and ensure prompt follow-up.
Track ongoing conversations, commitments, deadlines, and next steps.
Reduce communication overload while ensuring nothing important is missed.
Manage the Founder's calendar and prioritize high-value meetings.
Serve as the primary point of contact for external requests on the Founder's time. Exercise judgment about what to schedule, handle, or redirect.
Coordinate travel, including flights, hotels, and ground logistics.
Schedule in-person meetings, conference calls, and site visits.
Prepare meeting agendas, materials, and follow-up notes.
Ensure the Founder is prepared for critical meetings and conversations.
Maintain organized systems for conversations, tasks, documents, and deadlines.
Provide the Founder with clear, current visibility into pipeline status, open items, and pending decisions.
Identify when items are stuck or overdue and surface them appropriately.
Improve communication and tracking workflows over time.