Real Estate Transaction Specialist

Role Description

Our client is seeking a highly organized and detail-oriented Real Estate Transaction Coordinator to manage the full transaction lifecycle for single-family property acquisitions and dispositions. This role is critical to ensuring transactions move from contract execution to closing smoothly, accurately, and on time. The Transaction Coordinator will serve as the central point of communication between sellers, buyers, agents, title companies, and internal teams, with a strong focus on timelines, documentation accuracy, and proactive problem-solving.

Responsibilities

• Transaction Lifecycle Management:
  • Oversee the full transaction process from contract execution through closing for single-family properties.
  • Ensure all transaction steps are completed accurately and within required timelines.
  • Manage a high volume of active transactions simultaneously without missing deadlines.
• Contracts & Documentation:
  • Draft, send, and manage purchase and sale agreements, including amendments and addenda.
  • Ensure all documents are properly executed using e-signature tools.
  • Maintain strict accuracy and version control across all transaction documents.
• Timeline & Deadline Enforcement:
  • Track and enforce all critical milestones, including contingencies, inspections, financing requirements, and closing dates.
  • Maintain a zero-tolerance approach to missed deadlines or contingencies.
  • Proactively identify risks, delays, or bottlenecks and drive them to resolution.
• Inspection, Title & Closing Coordination:
  • Coordinate inspections and ensure timely property access with no delays.
  • Manage title and closing workflows, including lien follow-ups, curative items, and ownership transfers.
  • Work closely with title companies to resolve issues and ensure clean closings.
• Communication & Stakeholder Management:
  • Maintain daily communication with sellers, buyers, agents, title companies, and internal teams.
  • Serve as the primary point of contact to keep all parties aligned and informed.
  • Provide clear, professional, and timely updates throughout the transaction process.
• CRM & Reporting:
  • Keep real-time transaction records updated in CRM and tracking systems.
  • Provide regular status updates to leadership on transaction progress.
  • Ensure data accuracy and pipeline visibility across all active transactions.

Qualifications

• Extremely detail-oriented with a deadline-driven mindset.
• Comfortable handling high-volume, fast-paced transaction environments.
• Proactive problem-solver who anticipates issues before they escalate.
• Confident communicator who can manage multiple stakeholders daily.
• Strong sense of ownership and accountability for transaction outcomes.

Requirements

• 8–10 years of hands-on experience in real estate transaction coordination, managing single-family purchase and sale transactions from contract to close.
• Strong familiarity with wholesale real estate transactions.
• Excellent phone communication skills; comfortable speaking daily with sellers, buyers, agents, and title companies.
• Ability to manage 30–50 active transactions simultaneously without errors or missed deadlines.
• Strong written and verbal communication skills with a professional, direct approach.
• Daily working proficiency in:
  • Gmail
  • Google Sheets
  • Google Calendar
  • E-signature tools (e.g., HelloSign, Dropbox Sign)
  • CRM systems (Salesforce preferred; must be comfortable using a CRM)

Ideal Experience & Skills

• Experience coordinating off-market or investor-driven acquisitions.
• Familiarity with U.S.-based real estate clients and title processes.
• Ability to independently handle title issues, lien resolutions, and curative workflows.
• Background in high-volume real estate environments such as wholesalers, investment firms, or iBuyers.
• Experience with process documentation and KPI-driven reporting.

Key Metrics for Success (KPIs)

• Zero missed deadlines or contingencies.
• On-time closings across all assigned transactions.
• Accuracy of contracts and transaction documentation.
• Ability to manage 30–50 concurrent transactions effectively.
• Clear, timely communication with all transaction stakeholders.
• Consistent CRM hygiene and reporting accuracy.

Interview Process

• Initial Phone Screen
• Video Interview with Pavago Recruiter
• Client Interview
• Offer & Background Verification