Position Summary: As an Administrative Assistant, you will provide administrative and operational support to the Closings/Legal and Sales departments by managing documentation and ensuring the smooth flow of information. Key Highlights: 1. Key administrative and operational support to Closings/Legal and Sales departments 2. End-to-end management of documentation, information, and internal processes 3. Teamwork and constant communication to ensure operational continuity **Company Description** Esperanza is located within the private residential community of Punta Ballena, near Cabo San Lucas. This five-star resort features 59 casita-style rooms and 96 spacious one- to four-bedroom villas with ocean and garden views, offering guests a barefoot luxury experience infused with the spirit of Baja California. Additionally, the resort includes six restaurants—including the iconic, oceanfront Cocina del Mar with intimate outdoor terraces along the shoreline—the Spa at Esperanza, four stunning swimming pools, tennis courts, access to world-class golf courses, a children’s club, a comprehensive pet service program, and an Auberge Adventures menu featuring exclusive land- and sea-based experiences in Cabo. **Job Description** As an Administrative Assistant, you will provide administrative and operational support to the Closings/Legal and Sales departments by managing, organizing, tracking, and controlling documentation, information, and internal processes—ensuring accurate information flow, timely execution, and prompt team support. This position requires high availability, as operational tasks may arise at any time according to the dynamic nature of sales activities. **General Responsibilities** **I. Administration and Operational Support** * Assist in preparing, completing, reviewing, and tracking forms/contracts and administrative documentation—including requesting and monitoring required information and documents from buyers and sellers—in coordination with the Closings/Legal and Sales departments. * Organize, safeguard, and maintain up-to-date physical and digital documentation in accordance with established internal guidelines, stored in the designated Drive. * Maintain impeccable organization for tracking key dates and contractual deadlines, in coordination with the Closings/Legal and Sales departments. * Manage databases and shared files (Drive, CRM, or other systems). * Follow up on internal and external requests related to operations and processes. * Maintain constant communication with various team members to ensure operational continuity. * Coordinate administrative requirements with other departments (IT, Accounting, Operations). * Support the management of office supplies, materials, and administrative needs. * Maintain strict confidentiality of all handled information. **II. Control and Tracking** * Update and track the status of operations, internal processes, and administrative records. * Ensure information is complete, accurate, and available in a timely manner. * Assist in coordinating payments, administrative requests, and tracking basic accounting processes. * Monitor timelines, deadlines, and deliverables to support departmental goal achievement. **III. Communication** * Respond to and follow up on communications with clients, vendors, and internal team members. * Maintain clear, professional, and timely written and verbal communication. * Ability to interact fluently in English with international clients. **Requirements** **IV. Key Competencies** * Strong organizational and time-management skills. * Attention to detail. * Proactivity and ability to resolve operational issues. * Ability to work under pressure and manage multiple tasks simultaneously. * Effective communication and service-oriented attitude. * Adaptability to changing circumstances and shifting priorities. * Teamwork and cross-departmental support. **Experience** * Minimum 2 years in administrative or operational roles. * Real estate industry experience preferred but not mandatory. **Technical Knowledge:** * Proficiency in Microsoft Office suite (Word, Excel). * Experience using databases and administrative systems (CRM). * General administrative skills. **Language:** * Intermediate/advanced English, both written and spoken. * Ability to communicate clearly and fluently—verbally and in writing—with international clients. **Availability:** * Availability to respond to requests that may arise outside regular working hours, per the Sales department’s dynamic needs. **Education:** * Completed bachelor’s degree or equivalent professional experience. **Additional Information** The Auberge Resorts Collection is a portfolio of extraordinary hotels, resorts, residences, and private clubs. While each property is unique, all share a handcrafted approach to luxury—bringing the soul of a place to life through captivating design, exceptional cuisine and spas, and warm yet unobtrusive service. With hotels and resorts across three continents, Auberge invites guests to create unforgettable stories in some of the world’s most coveted destinations. Visit aubergeresorts.com for more information about our collection. Follow us on Instagram, TikTok, LinkedIn, Facebook, and Pinterest: @AubergeResorts and \#AlwaysAuberge.