Operations Coordinator at NAI Hallmark

NAI Hallmark Jacksonville, FL

NAI Hallmark is seeking a high-performing Operations Coordinator to support the internal infrastructure and strategic initiatives of our growing commercial real estate firm. This role works directly with company leadership and brokerage teams, serving as a force multiplier for execution, organization, and communication.

This is not a traditional administrative role. We are looking for someone who can take direction from leadership, translate ideas into action, and help drive initiatives forward across the organization.

The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing both day-to-day operations and higher-level strategic support in a fast-paced environment.

Key Responsibilities

Executive & Strategic Support

• Manage executive calendars, priorities, and scheduling to optimize leadership effectiveness
• Prepare meeting agendas, take notes, and track follow-ups to ensure execution of key initiatives
• Assist in project management and execution of leadership-driven initiatives across departments
• Draft, edit, and manage internal and external communications on behalf of leadership
• Coordinate cross-functional efforts between brokerage, operations, and leadership teams
• Anticipate leadership needs and proactively solve problems before they arise
• Track key priorities, deadlines, and deliverables for leadership and ensure accountability
• Support decision-making by organizing data, reports, and business insights

Operations & Office Coordination

• Support daily business operations and office coordination
• Assist brokerage teams with administrative and operational needs
• Coordinate onboarding logistics (paperwork, systems setup, scheduling)
• Maintain and support internal technology systems and vendor relationships
• Track and help improve internal processes and workflows
• Assist with reporting, data organization, and internal documentation
• Provide general office and team support to ensure smooth operations

Qualifications

• Minimum 3 years of experience in operations, executive support, or administrative roles
• Experience supporting senior leadership or managing projects strongly preferred
• Bachelor's degree preferred but not required
• Strong organizational, communication, and problem-solving skills
• High level of discretion and professionalism
• Detail-oriented with the ability to manage multiple priorities
• Comfortable working with systems, CRM tools, and technology
• Proactive mindset with a strong sense of ownership and accountability

Compensation & Benefits

• $55,000 - $70,000 salary depending on experience
• Performance bonus potential
• Health insurance
• Paid time off
• Professional development opportunities with a path toward leadership responsibility

Compensation details: 0 Yearly Salary

PIacadde2e05a5-5366