Our Company
At DOXA, we are dedicated to connecting businesses with top-tier talent across various industries. Our mission is to deliver innovative solutions that drive exceptional outsourcing services, enabling companies to expand their teams and grow their operations seamlessly.
What sets DOXA apart is our commitment to fostering a vibrant and supportive team culture. Join us and be part of a culture that prioritizes your happiness and well-being, ensuring you thrive both personally and professionally.
The Role:
The client is seeking a highly organized and dependable Portfolio Administrator to support the day-to-day administrative operations of a nine-property U.S. commercial real estate portfolio.
This role is ideal for a professional with experience in real estate or property management who thrives in structured environments and enjoys keeping operations organized, compliant, and running smoothly.
You will support compliance tracking, loan documentation, vendor coordination, financial record assistance, and partner reporting preparation. The Managing Member retains all strategic, underwriting, and key financial decision-making authority.
The ideal candidate is proactive, detail-oriented, and comfortable working independently in a fully remote environment aligned with U.S. hours.
This is a strong growth opportunity for someone looking to deepen their experience in commercial real estate portfolio operations.
Location:Must be based in the Philippines (Remote)
Environment: Philippines and International Teams
Work Schedule: 9:00 AM – 6:00 PM Mountain Time (12:00 AM – 9:00 AM PH Time, subject to DST changes)
Employment Type: Full-time
Requirements
Education
• Bachelor’s degree in a related field preferred, but not required
Experience
• 2–4 years of experience in administrative, operations, or real estate support
• Exposure to property management, commercial real estate, or investment operations
• Proficiency in Excel and digital document management systems
• Experience tracking deadlines and managing structured workflows
• Strong written and verbal English communication skills
• Ability to work independently in a remote, U.S.-aligned schedule
Preferred Qualifications
• Familiarity with commercial lease structures (NNN, NN, gross)
• Exposure to loan documentation or lender reporting
• Experience supporting financial tracking or rent roll management
• Experience working with U.S.-based clients or operators
Core Competencies
• Strong attention to detail and organizational skills
• Proactive communication and follow-through
• Process-oriented with effective prioritization
• Able to remain composed under pressure
• High level of discretion and confidentiality
• Growth mindset with eagerness to expand real estate knowledge
• Ownership mindset with accountability for accuracy and completeness
Responsibilities
Compliance & Corporate Administration
• Maintain compliance calendars for multi-state filings and renewals
• Assist in preparing and tracking annual reports and entity renewals
• Organize regulatory documentation and registered agent updates
• Monitor deadlines and flag upcoming items for review
Insurance & Risk Coordination
• Request renewal quotes for property and liability policies
• Track policy expiration dates and certificates of insurance
• Maintain organized insurance documentation
• Assist with lender or partner documentation requests
Loan Documentation & Monitoring Support
• Organize annual loan monitoring documentation
• Track reporting deadlines and covenant requirements
• Maintain digital records of loan agreements and correspondence
• Flag missing documentation or upcoming deadlines
Vendor & Maintenance Coordination
• Coordinate scheduling for landlord-responsible maintenance vendors
• Collect and organize vendor bids and service documentation
• Maintain vendor contracts and service records
• Serve as the administrative point of contact for routine vendor communications
Financial & Reporting Support
• Update rent rolls and maintain portfolio tracking spreadsheets
• Support basic cash flow tracking and document organization
• Coordinate documentation flow with external accountants or bookkeepers
• Ensure accurate digital filing of financial records
Partner Reporting & Meeting Support
• Assist in preparing recurring portfolio updates
• Help prepare presentation materials and reporting templates
• Support annual partner meeting logistics and document distribution
Acquisition & Opportunity Tracking
• Log and organize incoming property opportunities
• Maintain acquisition tracking spreadsheets
• Prepare brief summaries for review (no underwriting required)
Operational Coordination
• Maintain structured and searchable digital filing systems
• Provide monthly updates on completed and upcoming tasks
• Escalate urgent matters as needed
• Support overall portfolio organization and workflow consistency