Property Portfolio Administrator

United States Digital Space LLC; United States; Remote; USD 70,000 - 100,000; Full time

Benefits offered by this job

Remote work

Training and development

Team buddy onboarding support

Job summary

United States Digital Space LLC is seeking a highly organized, fully remote Investment Portfolio Administrator to manage and coordinate property portfolios, ensuring compliance and timely actions. The role reports to senior operations leadership and partners with directors, offering ownership and growth as the business expands.

The ideal candidate has 5+ years in high-volume administration, with strong IT skills, CRM experience, and comfort with AI tools to streamline workflows.

Qualifications

• 5+ years in high-volume administration or senior operational support.
• Experience supporting international clients remotely is advantageous.
• Strong IT skills with spreadsheets and CRM platforms; Google Workspace familiarity.
• Comfort with AI tools to streamline admin workflows and boost efficiency.
• Flawless written and spoken English; proactive, clear updates.

Responsibilities

• Own day-to-day administration across properties: rental statements, repairs follow-up, arrears tracking, tenant changeover admin, and letting agent queries.
• Maintain mortgage schedules; coordinate refinance progression with brokers, lenders, valuers, and legal teams.
• Manage portfolio inbox; relay portfolio updates to internal teams and build relationships with agents, contractors, and advisers.
• Review portfolio cash flow, occupancy, and operating costs; propose monthly efficiency or cost-saving ideas.
• Produce concise regular reporting on portfolio position, refinance status, risks, and upcoming actions.

Skills

IT proficiency

CRM proficiency

Google Workspace

AI tools adoption

English communication

Tools

CRM platforms

Google Workspace

Spreadsheets

Job description

This is a remote position.A fast-growing property investment firm is seeking a hyper-organised fully remote Investment Portfolio Administrator to keep their property portfolio organised, compliant, and moving. Working Monday to Friday, 08:30-16:30 UK time (1-hour lunch break), this full-time permanent role offers an authentic, collaborative, and high-vibe team environment. Reporting to senior operations leadership and working alongside company directors, you will take total ownership of held portfolio administration and coordination. We are looking for a process-disciplined self-starter who wants to take complete operational ownership and grow long-term as the business expands. No prior UK property experience required. Full training from the ground up is provided: we care far more about your proactive drive, organisational stamina, and process discipline.

• Own day-to-day administration across properties: rental statements, repairs follow-up, arrears tracking, tenant changeover admin, and letting agent queries.
• Track and action safety certificates, property insurance renewals, council tax setups, and utility transitions before deadlines expire.
• Maintain complete and accurate records across CRM platforms, mortgage schedules, shared cloud folders, and digital portfolio trackers.

Refinance & Finance Administration:

• Maintain a 100% complete mortgage and refinance schedule across all financed properties.
• Spot mortgage end dates early, initiating refinance preparation at least 3 months in advance.
• Coordinate refinance progression with brokers, lenders, valuers, and legal teams, keeping documentation moving without avoidable delay.

Stakeholder Communication & Cross-Department Coordination:

• Own day-to-day management of the portfolio inbox, ensuring incoming queries are acknowledged, prioritised, and progressed.
• Act as the central information hub: pass key portfolio updates promptly to internal operational, finance, and marketing teams without them having to chase.
• Build constructive working relationships with letting agents, contractors, insurers, and professional advisers.

Commercial Optimisation & Reporting:

• Review portfolio cash flow, occupancy, and operating costs monthly-bringing at least one practical efficiency recommendation or cost-saving proposal each month.
• Produce concise regular reporting on portfolio position, refinance status, risks, and upcoming actions.

Requirements

• Proven Experience: 5+ years of experience in a high-volume administration, senior operational support, project coordination, or executive assistant role. Experience supporting international clients remotely is highly advantageous.
• System & Tracker Proficiency: High IT competency with spreadsheets and CRM platforms. Familiarity with Google Workspace tools is a distinct advantage.
• Tech & AI Agility: Comfortable picking up new software quickly and naturally curious about using AI tools to streamline admin workflows and drive efficiency.
• Communication Skills: Flawless written and spoken English. You write updates that are clear, professional, and proactive enough that leadership rarely needs to ask follow-up questions.

Dedicated Remote Setup:

• A quiet, professional home office environment free from background noise.
• Meticulously reliable high-speed fibre internet connection.
• Robust backup power arrangements (Inverter/UPS) and secondary data options to ensure uninterrupted working hours.
• Modern laptop/PC, high-quality headset, and clear webcam.

This role requires a decisive self-starter who drives issues forward relentlessly, while respecting clear decision boundaries:

• Proactive Owner: You chase outstanding items without prompting and never send an email and simply wait.
• Process & Tracker Disciplined: Rigorous and detail-focused, you rely on CRMs, spreadsheets, and live asset trackers-never memory.
• Commercially Curious & Tenacious: You think like a landlord-checking costs, seeking cost-effective outcomes, and holding letting agents, contractors, and brokers accountable.
• Channel Confident: You pick up the phone when a quick call will unblock an issue faster than an email, always documenting decisions in writing afterwards.
• Clear on Boundaries: You drive operational admin relentlessly, but escal…

Benefits

• High-Performing Culture: Join an award-winning, highly supportive business with a warm, family-like team dynamic.
• 100% Remote Stability: Full-time permanent remote contract running on a clear Monday-Friday UK daytime schedule with a dedicated 1-hour lunch break.
• Professional Development: Continuous professional learning, financial support for training, and an assigned team buddy for ongoing onboarding support.

Originally posted on Himalayas