Senior Operations Assistant / Right-Hand Operator

Employment Type: Full-time, Independent Contractor

Work Model: Remote (Exclusively sourcing from Latin America / LATAM)

Work Hours: US Business Hours alignment (Monday–Friday, 40 hours/week, aligned with U.S. banking and business hours)

Role Overview

We are seeking a senior, high-ownership Senior Operations Assistant / Right-Hand Operator to serve as the critical operational engine alongside our founder in managing a high-volume portfolio (~200 active files) of U.S. real estate short-sale transactions. This is not a task-based administrative seat or a junior virtual assistant position; it is a career-minded, high-agency operator role designed to progressively absorb end-to-end transaction management, catch errors before they escalate, and give the founder her operational capacity back.

Operating as a proactive right hand, you will take ownership of the operational progression of active files—monitoring transaction milestones, conducting rigorous quality assurance on documentation, following up persistently with lenders and stakeholders, and managing personalized weekly client communications. You will thrive in a fast-paced, direct, and high-expectation environment where you take high-level direction, apply sharp judgment, and execute independently without hand-holding.

Key Responsibilities

1. End-to-End Short-Sale File & Transaction Ownership

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Portfolio Oversight: Take direct operational ownership of active short-sale files from initiation through closing, ensuring every transaction moves forward without delay.

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Milestone & Requirement Tracking: Maintain absolute visibility into deadlines, lender requests, judgments, liens, approvals, and time-sensitive submission requirements.

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Proactive Follow-Up:



Systematically follow up with lenders, buyers, sellers, and external stakeholders to prevent files from stalling due to missing documentation or unaddressed requirements.

2. Proactive Issue Resolution & Quality Assurance

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Pattern Recognition & Bottleneck Auditing: Independently identify missing documentation, inconsistencies, or potential closing delays before they reach the founder's desk.

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Pre-Submission QA: Review all lender-bound forms, supporting documents, and transaction files for completeness and compliance prior to formal submission.

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Escalation Governance: Filter routine issues autonomously, bringing complex or high-risk transaction bottlenecks to the founder paired with proposed, actionable solutions.

3. Closing Coordination & Client Communications

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Closing Alignment: Track closing timelines, coordinate final payoff statements, monitor lender conditions, and resolve final hurdles to ensure on-time closings.

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Personalized Client Updates: Review file activity and assist in drafting ~400 personalized, high-touch weekly update emails for buyers and sellers, learning to replicate the founder's tone and communication style.

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Cross-Functional Coordination: Work alongside our established Philippines-based offshore support team to streamline workflow execution and close operational gaps across active portfolios.

Required Skills & Qualifications

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Experience Level: Senior-level experience operating in operations, project management, transaction coordination, executive assistance, or high-volume account management.

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Language Proficiency: Fluent, highly articulate written and verbal English skills (mandatory). Professional Spanish communication skills are strongly preferred.

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High Operational Autonomy: High agency and personal accountability—a natural "right hand" mindset that asks "what's missing?" and takes initiative without needing a daily task list.

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Exceptional Detail & Organization: Outstanding project management capabilities, pattern recognition, and relentless follow-through in high-volume, multi-transaction environments.

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Direct Communication Style: Resilient, mature, and comfortable working with a fast-paced, direct, and demanding founder who values concise, no-fluff updates.

Preferred Qualifications

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Industry background or prior exposure to U.S. real estate, title, mortgage lending, short sales, legal services, or transaction coordination (Open to training candidates with strong operational capability).

Success Metrics (KPIs)

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Founder Capacity Creation: Measurably reducing founder involvement in routine file management and tracking.

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Transaction Velocity & Accuracy: Achieving 100% on-time completion of milestone deadlines with zero missed lender submission requirements.

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Proactive Issue Detection: High percentage of potential transaction bottlenecks identified and resolved reactively versus proactively.

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Communication Quality: Delivering accurate, highly personalized client updates that maintain trust without requiring extensive founder editing.

📌 Senior Operations Assistant - 20867 (Bogotá)
🏢 Reconocida empresa
📍 Bogotá