Back-Office & Transaction Assistant (JOB ID:KNOTIA1)

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JOB TITLE
Back-Office & Transaction Assistant
JOB ID
KNOTIA1

INDUSTRY
Business Broker and Commercial Real Estate

LOCATION
LATAM / PH / Egypt / South Africa

JOB STATUS
Part Time

WORK SCHEDULE
10am-2pm PST (Flexible)

SALARY
$6 to $8

TARGET START DATE
ASAP

Role Overview
About the Client:
The Client is a highly active professional operating as a Business Broker and Commercial Real Estate Agent. The Owner's time is currently consumed by extensive backend and administrative duties that prevent them from focusing on crucial client-facing work and business growth. The role is designed to delegate everything that is not client-facing and requires a reliable professional to ensure seamless, autonomous operations.

About The Role
We are seeking a Part-Time Virtual Assistant (VA) (starting part-time with the clear intent to transition to full-time as the business scales). This is a specialized administrative role focused entirely on back-office support and transaction coordination. The ideal candidate must be a self-starter who can operate with complete autonomy, without fear of making decisions, and demonstrate a work ethic that ensures long-term commitment.

Key Responsibilities

• Back Office & Transaction Management
• Transaction Coordination: Handle all necessary administrative tasks related to transaction coordination in the business buying/selling process.
• Email & SMS Management: Manage professional email and SMS communication, acting as the primary hub for administrative correspondence.
• General Admin: Handle all back office administrative work that currently consumes the Owner's time.
• Operational Autonomy & Support
• Independent Execution: Must be capable of acting autonomously and executing tasks without constant direction from the Owner (unlike the past VA who "was afraid of his own shadow").
• System Implementation: Assist in laying a foundation for organizational systems to support the business's future growth and transition to full-time work.
• Potential Client Communication: If the VA proves capable and reliable, the role may expand to deal directly with clients via emails, SMS, or phone calls.
• Marketing & Deal Documentation
• Drafting and formatting listings for BizBuySell and other platforms (with a little flair)
• Creating valuation summaries and simple financial worksheets (SDE/add-backs)
• Organizing due diligence files and keeping an eye on timelines and deadlines
• Coordinating with sellers, buyers, lenders, and partners so everyone stays in the loop
• Managing updates in CRM and keeping my active listings current
• Drafting NDAs, LOIs, and templated agreements — and making them look clean and client-ready
• Proofreading and polishing anything that goes out the door so it sounds sharp, confident, and on-brand
• Helping prep meetings, track follow-ups, and handle light admin

Qualifications & Skills
Soft Skills & Mindset

• Autonomy & Proactivity: Must be an independent thinker who is willing to take ownership and act without needing constant reassurance or management.
• Work Ethic: Must value their position, be motivated to stay and grow with the company, and be reliable.
• Communication: Must speak excellent English with minimal to no accent, capable of sounding like an in-office assistant.
• Problem Solving: Must be able to learn quickly and adapt to the specific processes of the business brokerage and real estate industries.
• Entrepreneurial Drive: Prior entrepreneurial experience or a strong mindset that demonstrates ownership and initiative is highly valued. The VA must think beyond just the task list.

Technical & Professional Experience

• Transaction Experience: Prior experience in transaction coordination, real estate administration, or a similar capacity is highly desirable.
• System Management: Experience in implementing or using administrative systems and being proficient with tracking activity.
• HubSpot Proficiency is highly preferred as the VA will be working in this CRM.