Real Estate & Business Development Coordinator

Position Summary

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.

Reporting Relationships

• Internal partners: Founder, CEO, COO, Director of Construction (MCS), Program Director (Park Development), APS leadership, Real Estate, and Finance.
• External partners: Brokers, landlords and landlord representatives, property management, real estate advisors, and other external partners engaged in active real estate and development conversations.

Essential Duties and Responsibilities

Real Estate and Business Development Pipeline Coordination

• 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. The Founder should always know what is current and where it stands.
• 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.

Executive Communication Management

• 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.

Calendar, Travel, and Meeting Coordination

• 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. Internal Lava Island leadership reaches the Founder directly.
• 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.

Tracking and Reporting

• 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.

Working Conditions

• Work environment: Fully remote. Standard home office setup with reliable internet and the ability to be reachable during business hours.
• Hours: Primarily Monday through Friday business hours, with occasional evening or weekend responsiveness as needed to support a Founder who travels and operates across time zones.
• Travel: Occasional in-person attendance at HQ or other Lava Island locations may be requested.

Qualifications

Required

• 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.

Preferred

• 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.

Competencies

• Highly organized. Manages many moving parts, documents, and deadlines in disciplined order.
• Communication-driven. Energized by inbox, follow-through, and keeping people in the loop.
• Anticipates needs and surfaces issues before they become problems.
• Operates with appropriate urgency and clear professional tone.
• Handles confidential and sensitive information with care.
• Calm under pressure. Holds composure across competing priorities and shifting demands.
• Sound judgment. Makes good calls about what to surface, handle, or escalate.
• Self-directed. Works effectively without constant oversight.

What Success Looks Like

• The Founder's inbox is organized and managed. Response times across active conversations are reliably faster, and nothing important is missed.
• Real estate pipeline status, document versions, and key contacts are always current and visible. The Founder can ask where any deal stands and get a clear answer.
• The Founder's calendar is protected. External requests on his time are filtered, scheduled, or redirected appropriately.
• Travel, meetings, and site visits are coordinated cleanly and the Founder is prepared for them.
• Handoffs to internal construction and development teams are clean when a lease is signed.
• The Founder's communication and coordination load is meaningfully reduced over time.