[Hiring] Commercial Real Estate Transaction Coordinator / Executive Assistant @Inside Out Hiring

Role Description

Are you a proactive, highly organized Commercial Real Estate Transaction Coordinator / Executive Assistant whose mission is to take complete end-to-end ownership of deal execution and daily administrative workflows? We are seeking a full-time Commercial Real Estate Transaction Coordinator / Executive Assistant based in South Africa or LATAM to drive commercial real estate acquisitions and manage complex C-suite administrative operations for a vertically integrated investment and asset management firm!

Key Responsibilities

• End-to-End CRE Transaction & Deal Coordination:
  • Drive commercial real estate acquisitions, dispositions, and refinancings end-to-end.
  • Maintain active deal trackers capturing critical milestones.
  • Execute broker/seller outreach.
  • Route inbound leads.
  • Centralize all new entities, policies, and contracts.
• Executive Support & Inbox Triage:
  • Own and triage executive inboxes (CEO/COO).
  • Prioritize urgency.
  • Proactively manage complex executive calendars.
  • Resolve scheduling conflicts.
  • Protect deep-work time.
  • Provide minimal personal administrative support as requested.
• Financial Coordination & Payment Protocols:
  • Track earnest money deposits, wires, invoices, and debt service payments.
  • Strictly follow established verification protocols for all wires, account setups, and financial approvals.
  • Liaise regularly with accounting and bookkeeping teams.
• Operational Excellence & Process Ownership:
  • Log, assign, and track every operational task to completion in our project management system.
  • Leverage AI tools (e.g., Claude, ChatGPT) to draft correspondence, summarize complex deal threads, extract action items, and streamline daily documentation.

Qualifications

• Core Requirements:
  • Proven experience coordinating end-to-end CRE transactions, including direct interface with lenders, title companies, brokers, and insurers.
  • Solid background supporting C-suite executives in high-growth, fast-paced environments.
  • Deep familiarity with Google Workspace, modern CRMs, e-signature tools, and task management software.
  • Active usage of AI productivity tools to accelerate workflow execution is strongly preferred.
  • High attention to detail with standard payment safeguards, wire verifications, and sensitive transactional documents.
  • Excellent written and verbal English communication; clear, concise, and professional when interacting with external partners and high-profile counterparties.
• Preferred Pluses:
  • Ability to thrive with minimal upfront guidance, solving problems independently before escalating.
  • A "Verify, Don't Assume" mentality with relentless follow-through.
  • Calm under pressure when timelines tighten, and high-energy/adaptable to evolving daily priorities.

Requirements

• C1 English level is required. The selected candidate will be speaking strictly in English during their whole shift.
• 100% dedicated commitment required.
• Strict zero-tolerance policy for dual employment or misrepresenting experience.

Benefits

• Salary: $2000 to $3000 per month.
• Work Schedule: Monday to Friday, 9am to 6pm Pacific Time (Flexibility required, with an Executive based in Hawaii Time).
• Target Start Date: ASAP.