Commercial Real Estate Transaction Coordinator – Executive Assistant

This is a fully remote position, open to applicants in South Africa.

📋 Description

• Lead the end-to-end process of commercial real estate acquisitions, dispositions, and refinancings.

• Keep active deal trackers and document essential milestones.

• Implement outreach to brokers and sellers.

• Manage incoming leads effectively.

• Centralize new entities, policies, and contracts.

• Oversee and prioritize the CEO and COO's executive inboxes.

• Address urgent issues and handle complex executive calendars.

• Resolve scheduling conflicts and ensure ample time for focused executive work.

• Provide limited personal administrative assistance as needed.

• Monitor earnest money deposits, wire transfers, invoices, and debt service payments.

• Adhere to verification protocols for wires, account setups, and financial approvals.

• Collaborate with accounting and bookkeeping teams.

• Log, assign, and track operational tasks to completion within the project management system.

• Utilize Claude, ChatGPT, and other AI tools to draft correspondence, summarize deal discussions, extract action items, and streamline documentation.

• Act as the operational backbone and trusted right-hand support to the CEO and COO.

⛳️ Requirements

• Demonstrated experience in coordinating comprehensive commercial real estate transactions.

• Hands-on experience interacting with lenders, title companies, brokers, and insurers.

• Strong background in supporting C-suite executives in high-growth, dynamic settings.

• In-depth knowledge of Google Workspace, contemporary CRMs, e-signature tools, and task management software.

• Preference for active use of AI productivity tools.

• Exceptional attention to detail with safeguards for payments, wire verifications, and sensitive transactional documents.

• Proficient written and verbal communication skills in English.

• C1 English proficiency level is required.

• Availability to work Monday to Friday, from 9am to 6pm Pacific Time.

• Flexibility to accommodate an Executive based in Hawaii Time.

• Commitment to dedicating 100% of time to this role; simultaneous employment is not allowed.

• Capability to submit a resume and an audio recording in English.

• Completion of a Loom video application and provision of an internet speed test screenshot are mandatory.

• Preferred qualities include autonomy, proactive ownership, independent problem-solving, and the ability to remain calm under pressure.

🏝️ Benefits

• Opportunity for remote work.

• Full-time dedicated position.

• Monday to Friday work schedule.

• Access to AI and modern productivity tools.

• Exclusive Facebook community for LATAM candidates with updates on remote opportunities.