Back Office Administrator (Job ID: SUSTIA1)

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Job Details

JOB TITLE

Back Office Administrator

JOB ID

SUSTIA1

INDUSTRY

Real Estate

LOCATION

LATAM / PH / South Africa / Egypt

JOB STATUS

Full Time

WORK SCHEDULE

Monday to Friday, 12:00pm to 21:00pm / 13:00pm to 22:00pm (EST)

SALARY

$6 - $7 per hour

TARGET START DATE

ASAP

ROLE OVERVIEW

About the Client

The client is the owner of a fast-paced, high-volume real estate business that specializes exclusively in REO (Real Estate Owned) property management for major banks and asset managers. She is looking for a reliable agency partner to deliver a high-quality candidate who can seamlessly integrate into her business.

Her primary goal is to offload repetitive, high-stakes compliance bottlenecks so that she and her REO Director can fully step away from daily administrative friction and refocus 100% of their energy on higher-value, revenue-generating growth.

About the Role

The Back Office Administrative Virtual Assistant is a full-time, remote position designed to act as the administrative backbone of the REO operation. Operating during dedicated mid-day to late-evening Eastern Time hours, the VA will take complete ownership of repetitive, process-driven tasks that keep properties compliant with bank requirements.

This is a highly structured, checklist-heavy role requiring an exceptional eye for detail, self-accountability, and a clear, professional phone presence. Tasks involve updating an internal central dashboard, navigating multiple external asset management portals, tracking agent compliance, managing property inspection photos, and coordinating utility connections. The ideal candidate is an independent, meticulous professional who thrives on routine workflows and requires minimal oversight after onboarding.

Key Responsibilities

• Portal & Task Management: Navigate, update, and manage daily tasks across multiple external REO client and asset management portals.
• Internal Tracking: Maintain and update the company’s central internal tracking platform to ensure accurate oversight of all properties.
• Compliance Follow-up: Proactively follow up with real estate agents regarding outstanding compliance items and documentation.
• Photo & Data Management: Download, organize, and upload property inspection photos to various asset management systems, often under tight late-night deadlines.
• Scheduling: Coordinate and schedule property inspections for internal review.
• Utility Coordination: Handle outbound and inbound calls via the phone system to manage utility activations and deactivations for properties.
• General Admin Support: Maintain up-to-date compliance workflows, organize cloud storage, remain highly active on internal team chat, and provide general administrative support as needed.

Qualifications & Skills

• Detail-Oriented & Organized: You notice the small things and take pride in error-free data entry and checkmark accomplishments.
• Communication & Phone Presence: Exceptional written and verbal English skills. Must have a well-spoken, clear, and professional phone manner with a neutral accent, comfortable calling utility companies and emailing real estate agents.
• Self-Accountability: Possess strong executive self-management skills. Able to manage your daily workload and meet deadlines independently with minimal supervision.
• Technical Savvy: Comfortable utilizing VPNs, cloud storage platforms, project management tools, and digital phone systems.
• Background Check: Must be willing to undergo a standard criminal background check upon hire.

Tools You Will Use

• Internal Central Tracking: Monday.com
• External Client Platforms: Multiple REO Asset Management Portals
• Team Communication: Slack
• Email & Workspace: Gmail / Google Workspace
• Phone System: Google Voice / CRM Phone System
• Network & Storage: VPN, Google Drive, Dropbox