Back Office Administrator (Job ID: SUSTIA1)

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🇬🇧 C1 ENGLISH LEVEL IS REQUIRED.
The selected candidate will be speaking strictly in English during their entire shift.

🎤 PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH

Job Details

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

Originally posted on Himalayas