Remote Back-End Administrative Coordinator

Job Summary:

We are seeking a detail-oriented and highly organized Remote Back-End Administrative Coordinator to assist with property research, data entry, and client coordination. This role is responsible for accurately entering and verifying client and property information, maintaining organized records, preparing internal reports, and following up with clients to obtain required documentation. The ideal candidate has strong English communication skills, excellent attention to detail, and the ability to manage tasks in a structured and efficient manner. Experience in administrative, operations support, or data entry roles is preferred, along with proficiency in Microsoft Office and familiarity with CRM systems such as HubSpot. Experience working with government programs or NYC Department of Buildings (DOB) processes is a plus.

Key Responsibilities:

• Handle incoming and outbound calls and enter client information accurately into Excel.
• Research properties and verify that all information is correct.
• Ensure billing addresses, inspection details, and property data are accurate and clearly recorded.
• Prepare reports for the team.
• Follow up with clients to obtain missing information or documentation.
• Maintain organized records and documentation for all properties and client files.
• Coordinate with internal team members to ensure information is complete and up to date.
• Review and double-check data entries to ensure accuracy and consistency.
• Perform other tasks related to the position.

Qualifications & Requirements:

• Proficient level of English (written and spoken).
• Strong interpersonal and phone communication skills with excellent customer service approach.
• Prior experience in roles such as administrative assistant, secretary, personal assistance, operations support, or other relevant positions.
• Prior experience with HubSpot, highly preferred.
• Prior experience with Excel and data entry tasks.
• Strong attention to detail and ability to review work carefully for accuracy.
• Highly organized with a structured and methodical approach to tasks.
• Demonstrates responsibility, sound judgment, and a calm, professional demeanor.
• Familiarity with government programs or regulatory requirements, is plus, but not required.
• Familiarity with NYC Department of Buildings (DOB) websites and processes, is a plus, but not required.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Out-of-the-box thinker with a reliable, self-motivated, and confident approach.
• Positive attitude and the ability to learn and adapt quickly.
• Ability to understand and follow established processes with minimal supervision.
• Ability to work in alignment with U.S. Eastern Time (New York time) business hours.
• Interested in long-term career opportunities.
• Reliable computer (Windows 10 or newer), two monitors, and stable high-speed internet.

Compensation & Benefits:

• 100% remote work.
• Compensation in USD.
• Full-time position with 40 to 45 hours weekly.
• Please note that this is a long-term opportunity.
• Great work environment with potential for growth.