Real Estate Transaction Coordinator

Job Description

Job Description

Transaction Coordinator & Executive Assistant

Position Overview

We are seeking a highly organized, proactive, and detail-oriented Transaction Coordinator to oversee the contract-to-closing process for our fast-growing off-market real estate investment company.

This role combines transaction coordination with executive support, making it ideal for someone who thrives in a fast-paced entrepreneurial environment. You’ll be responsible for keeping real estate transactions on track while helping leadership stay organized, focused, and efficient. Success in this role requires exceptional communication, attention to detail, problem-solving skills, and the ability to anticipate issues before they arise.

Key Responsibilities

Transaction Coordination (Approximately 70%)

Manage wholesale real estate transactions from executed contract through closing.

Open files with title companies and maintain communication throughout the transaction.

Coordinate with sellers, buyers, title companies, attorneys, lenders, inspectors, and contractors as needed.

Prepare, review, and organize contracts, disclosures, assignment agreements, and closing documents to ensure accuracy and compliance.

Track all contract deadlines, inspection periods, financing contingencies, earnest money deposits, and scheduled closing dates.

Collect signatures and maintain complete digital transaction files.

Work with title companies and all parties to resolve title issues and closing delays.

Provide consistent transaction updates to buyers, sellers, and internal team members.

Maintain CRM and transaction management software with accurate records.

Prepare closing summaries and ensure every transaction closes on or before the scheduled closing date.

Executive & Administrative Support (Approximately 30%)

Manage executive calendars, appointments, and scheduling.

Organize meetings and coordinate travel arrangements when needed.

Monitor and prioritize email communications.

Create and improve Standard Operating Procedures (SOPs) and internal systems.

Assist with project management and follow up on delegated tasks.

Prepare reports, spreadsheets, presentations, and other business documents using Microsoft Office.

Organize digital files and maintain efficient document management systems.

Coordinate vendor relationships and office operations.

Order office supplies and support day-to-day business needs.

Answer phones, respond to inquiries professionally, and provide exceptional customer service to clients and business partners.

Qualifications

We’re looking for someone who is:

Highly organized with exceptional attention to detail.

Able to manage multiple deadlines without sacrificing accuracy.

An excellent communicator with strong written and verbal communication skills.

Proactive, resourceful, and capable of solving problems independently.

Comfortable working in a fast-paced, entrepreneurial environment.

Professional, dependable, and customer-focused.

Proficient in Microsoft Word, Excel, Google Workspace, and CRM software.

Experienced with data entry, document management, and administrative systems.

Familiar with QuickBooks (preferred but not required).

Experienced in real estate transaction coordination, title work, wholesale real estate, or real estate administration (preferred but not required).

Bilingual candidates are encouraged to apply.

What You’ll Bring

The ideal candidate doesn’t simply complete tasks—they keep deals moving, communicate proactively, and create systems that make the entire business more efficient. You’ll play a critical role in ensuring every transaction progresses smoothly while providing the operational support that allows leadership to focus on acquisitions, dispositions, and company growth.

If you’re someone who enjoys organization, takes ownership of your work, and thrives in a collaborative environment where every day is different, we’d love to hear from you.