Real Estate Specialist

Real Estate Transaction Coordinator – MLS, DocuSign & Compliance | Remote

Position Type: Full-Time, Remote Working Hours: U.S. Business Hours

About the Role

At Pavago, one of our clients is hiring a Real Estate Transaction Coordinator / Real Estate Specialist to manage real estate transactions, listings, documentation, and compliance from accepted offer through closing .

This is a hands-on, detail-intensive role for someone who understands real estate workflows and can keep multiple transactions moving simultaneously without missing critical deadlines.

You'll work closely with agents, brokers, buyers, sellers, lenders, title companies, inspectors, and other stakeholders to ensure every transaction remains organized, compliant, and on schedule .

If you have hands-on experience with MLS platforms, DocuSign, transaction management systems, and real estate documentation , this role is a strong fit.

What You'll Own

Transaction Coordination

• Manage 5–15 active real estate transactions simultaneously
• Coordinate transactions from accepted offer through closing
• Build and maintain transaction checklists and timelines
• Track critical dates, contingencies, and contractual milestones
• Coordinate with:
• Escrow and title companies
• Lenders
• Inspectors
• Appraisers
• Agents and brokers
• Schedule inspections, appraisals, and other transaction-related activities
• Proactively follow up on outstanding items to keep deals moving
• Ensure no contingency or closing deadlines are missed

MLS & Listing Management

• Create, input, and maintain property listings across MLS platforms
• Ensure listing information is accurate and complete
• Update listing status, pricing, property details, and supporting documentation
• Coordinate listing syndication across platforms such as:
• Zillow
• Realtor.com
• Apartments.com
• Monitor listing activity and provide updates to agents
• Ensure MLS requirements and deadlines are followed

Compliance & Transaction Documentation

• Review contracts and transaction files for completeness and accuracy
• Track and organize:
• Purchase agreements
• Disclosures
• Addenda
• Amendments
• Inspection documents
• Closing documentation
• Coordinate electronic signatures through DocuSign
• Ensure required documents are properly completed and signed
• Maintain compliance with applicable state regulations, brokerage policies, and MLS requirements
• Keep transaction files organized and audit-ready
• Identify missing documentation and follow up promptly

Client & Agent Communication

• Serve as a reliable coordination point throughout the transaction
• Provide timely updates to buyers, sellers, agents, and other stakeholders
• Respond professionally to transaction-related questions
• Coordinate appointments, inspections, appraisals, and closing activities
• Keep agents informed of upcoming deadlines and outstanding requirements
• Escalate potential transaction issues before they become closing delays

Listing Marketing Support

• Create and coordinate property marketing materials
• Support development of:
• Property flyers
• Brochures
• Social media assets
• Open house materials
• Assist with listing distribution across digital platforms
• Track listing activity and marketing performance
• Maintain accurate and consistent property information across channels

Reporting & Brokerage Administration

• Prepare pipeline and transaction status reports
• Track:
• Contingency deadlines
• Closing dates
• Transaction stages
• Commissions
• Maintain organized records for active and completed transactions
• Support brokers with compliance reviews and audits
• Assist with back-office real estate operations as needed

Must-Have Experience & Skills

• 2+ years of experience in:
• Real estate transaction coordination
• Brokerage operations
• Real estate administrative support
• Similar transaction-focused roles
• Hands-on experience managing real estate transactions from contract through closing
• Proficiency with MLS platforms
• Strong experience with DocuSign
• Experience with transaction management platforms such as:
• Dotloop
• SkySlope
• Brokermint
• Similar systems
• Familiarity with real estate contracts, disclosures, addenda, and transaction documentation
• Understanding of real estate compliance requirements
• Strong Google Workspace and/or Microsoft Office skills
• Excellent written and verbal English communication
• Strong attention to detail and organizational skills
• Ability to manage multiple transactions and competing deadlines simultaneously
• Comfortable working remotely during U.S. business hours

Nice to Have

• Licensed real estate agent
• Certified Transaction Coordinator
• Experience managing 10+ concurrent transactions
• Experience supporting both residential and commercial real estate transactions
• Experience with brokerage compliance audits
• Commission tracking experience
• Basic marketing and design skills using Canva, InDesign, or similar tools

Tools & Tech

MLS Platforms | DocuSign | Dotloop | SkySlope | Brokermint | Zillow | Realtor.com | Apartments.com | Google Workspace | Microsoft Office | Canva

What Makes You a Strong Fit

• You're highly organized and naturally deadline-driven
• You understand the real estate transaction lifecycle
• You notice missing signatures, documents, dates, and details before they become problems
• You can manage multiple active deals without losing track of priorities
• You communicate confidently with agents, clients, lenders, and vendors
• You're proactive with follow-ups and don't wait until deadlines become urgent
• You understand that accuracy and compliance are critical in real estate
• You stay calm when closings become fast-moving or time-sensitive

What a Typical Day Looks Like

You may start by reviewing your active transaction pipeline and checking upcoming contingency and closing deadlines.

From there, you might update an MLS listing, request a missing disclosure, coordinate an inspection, send documents through DocuSign, follow up with a lender or title company, update an agent on closing progress, or prepare a new listing for syndication.

Throughout the day, you'll keep transaction files organized, communicate with stakeholders, and make sure every deal continues moving toward closing.

In short: you keep real estate