Real estate operations coordinator | bookkeeping | marketing | executive support

About Us

Triple Heart Homes is a growing residential real estate investment company based in Edmonton, Alberta, Canada.

We buy, renovate, sell, and hold residential properties. We are building a long-term business with strong systems, clear responsibilities, and a dependable team.

We are looking for a highly organized, proactive, detail-oriented Real Estate Operations Coordinator who wants a stable, long-term full-time position and the opportunity to grow with our company.

Your primary job is simple: help keep the business organized, make sure important tasks and follow-ups do not get missed, and free up the owners to focus on deals, relationships, and growing the company.

Your Main Responsibilities

1. Bookkeeping & Financial Organization

• Receive and organize receipts, invoices, bills, and other financial documents.
• Maintain an organized Google Drive filing system.
• Keep financial documents organized separately by property and project.
• Match receipts and invoices to transactions.
• Upload receipts and supporting documents into QuickBooks Online.
• Categorize routine transactions according to our established bookkeeping procedures.
• Assist with bank and credit-card reconciliations.
• Track missing receipts and documents and follow up with us when something is missing.
• Keep QuickBooks organized and current for review by our Canadian bookkeeper/accountant.
• Help prepare property and renovation expense summaries.

2. Operations & Executive Support

• Help manage calendars, appointments, deadlines, and reminders.
• Review calendars and priorities each day and identify anything requiring attention.
• Maintain company task lists and follow up on overdue items.
• Keep Google Drive, company documents, property files, and systems organized.
• Update trackers, spreadsheets, property records, and internal systems.
• Turn recurring tasks into checklists and simple written procedures.
• Provide a short daily update showing what was completed, what is outstanding, and what requires our attention.

3. Lead & Team Follow-Up

• Review our lead-management system and help ensure leads are being followed up with on time.
• Identify overdue or missed follow-ups.
• Remind our lead qualifier/acquisitions team of required follow-ups and outstanding tasks.
• Help maintain accurate lead records and notes.
• Flag important leads or tasks that require the owners' attention.

You will not be responsible for closing real estate deals. Your responsibility is helping make sure opportunities and follow-ups do not fall through the cracks.

4. Marketing & Social Media Support

We will provide the ideas, raw videos, photos, and much of the original content. Your responsibility will be to help turn that material into consistent, professional marketing.

Tasks may include:

• Edit and improve basic videos, photos, and graphics.
• Create professional-looking social media content using tools such as Canva.
• Write or improve captions based on material we provide.
• Organize our content library.
• Schedule and publish approved content consistently.
• Repurpose content across Facebook , Instagram, and other platforms.
• Maintain a content calendar so we remain consistent.
• Track what has been posted and what content is coming next.

We are not looking for someone to create our entire marketing strategy from scratch. We want someone who can take the content and direction we provide and reliably turn it into polished, consistent output.

What We're Looking For

You should be:

• Extremely organized and detail-oriented.
• Proactive — you notice things that are being missed and bring them to our attention.
• Dependable and consistent.
• Comfortable reminding team members and owners about outstanding tasks.
• Able to work independently after being trained.
• Comfortable asking questions instead of guessing.
• Excellent at written English communication.
• Trustworthy with confidential business and financial information.
• Interested in a stable, long-term role where your responsibilities can grow over time.

Required Skills

• Experience as a Virtual Assistant, Executive Assistant, Operations Assistant, or similar role.
• Practical experience with QuickBooks Online.
• Experience organizing receipts, invoices, expenses, and digital files.
• Strong Google Drive, Google Sheets, Gmail, and Google Calendar skills.
• Experience with Canva and basic social-media content creation.
• Strong task management and follow-up skills.
• Reliable computer and internet connection.

Preferred Experience

These are advantages but are not required:

• Real estate investing, construction, renovation, or property-management experience.
• Canadian bookkeeping or GST knowledge.
• Property-level bookkeeping or job costing.
• Facebook and Instagram business-page management.
• Video editing.
• CRM experience.
• ClickUp, Asana, Trello, or similar project-management software.

What Success Looks Like

Within 60–90 days:

• Receipts and financial documents are organized and processed every week.
• QuickBooks records are current and organized for professional review.
• Every property has organized supporting financial records.
• Our calendars, deadlines, and important tasks are under control.
• Lead follow-ups are being monitored and overdue follow-ups are identified.
• Social-media content is being prepared and posted consistently.
• The owners are spending significantly less time on administration.
• Recurring processes are being documented so the business becomes more organized as we grow.

How to Apply

Please begin your application with the words “Three Hearts” so we know you read the entire job posting.

Please include:

1. A short introduction about yourself and why this position interests you.
2. Your experience with QuickBooks Online and the specific tasks you have personally performed.
3. Your experience organizing receipts, invoices, financial documents, and digital files.
4. Your experience managing calendars, tasks, and follow-ups for busy business owners.
5. Your experience with Canva, social media, and basic content/video editing.
6. Any experience you have in real estate, construction, renovation, or property management.
7. The software and tools you are most comfortable using.
8. Your desired monthly salary or hourly rate in USD.
9. Whether you currently work for other clients and, if so, approximately how many hours per week.
10. A 2–3 minute video introducing yourself and explaining how you would help keep a busy real estate company organized.

Scenario Question

Imagine you start work Monday morning and discover:

• 25 new receipts need to be organized.
• Several transactions in QuickBooks are missing receipts.
• The owners have multiple appointments this week.
• Five sales leads have overdue follow-ups.
• Three raw videos are waiting to be edited and scheduled for social media.

Explain step-by-step how you would prioritize and organize your day.

Selected candidates will complete a short paid skills test and video interview.

We are looking for someone who values accuracy, organization, communication, initiative, honesty, and long-term growth — not simply the fastest applicant.

We want someone who can eventually become an important part of our team and help us build a more organized and scalable company.