Real Estate Specialist

Real Estate Specialist (Transaction Coordinator, MLS & DocuSign) – Remote | U.S. Hours

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

About the Role

At Pavago, one of our clients is hiring a highly organized and detail-oriented Real Estate Specialist to manage transaction coordination, MLS listings, compliance workflows, documentation, and closing operations.

This is not a basic administrative role. You'll play a critical role in keeping real estate transactions organized and moving smoothly from accepted offer through closing.

You'll coordinate closely with real estate agents, brokers, buyers and sellers, lenders, escrow officers, title companies, inspectors, and appraisers to ensure deadlines are met, documents are complete, and every transaction remains compliant.

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

What You'll Own

Transaction Coordination – Core Focus

Manage 5–15+ active real estate transactions simultaneously from accepted offer through closing.

You'll:

• Maintain transaction checklists and timelines
• Track milestones and closing requirements
• Monitor contingency deadlines
• Coordinate inspections and appraisals
• Track financing and lender milestones
• Monitor closing dates and outstanding requirements
• Follow up proactively on missing documents or approvals
• Ensure nothing falls through the cracks before closing

Coordinate with:

• Real estate agents and brokers
• Buyers and sellers
• Escrow officers
• Title companies
• Lenders
• Inspectors
• Appraisers

MLS Listing Management

Create, update, and maintain accurate property listings across MLS platforms.

You'll:

• Enter and update listing information
• Maintain accurate property details, pricing, status, and documentation
• Ensure listings meet MLS requirements
• Coordinate listing changes and status updates
• Support syndication across platforms such as:
• Zillow
• Realtor.com
• Apartments.com
• Brokerage websites and platforms
• Track listing activity and provide updates to agents

Contracts, Compliance & Documentation

Maintain complete, accurate, and audit-ready transaction files.

You'll manage:

• Purchase agreements
• Contracts
• Disclosures
• Amendments
• Addenda
• Signatures
• Closing documentation

You'll also:

• Review files for missing documents or signatures
• Maintain transaction compliance checklists
• Follow brokerage procedures
• Support compliance with applicable state and MLS requirements
• Organize files for brokerage reviews and audits

DocuSign & Transaction Management Systems

Manage document workflows using DocuSign and transaction management platforms.

You'll:

• Prepare documents for electronic signature
• Create and manage signature workflows
• Track outstanding signatures
• Follow up on incomplete documents
• Maintain properly executed copies
• Upload and organize completed documents within transaction files

Experience with platforms such as Dotloop, SkySlope, Brokermint, or similar systems is highly valuable.

Client & Stakeholder Communication

Provide proactive and professional communication throughout the transaction lifecycle.

You'll:

• Keep buyers, sellers, agents, and brokers informed
• Coordinate with lenders, title companies, and escrow teams
• Schedule inspections, appraisals, showings, and closings
• Communicate upcoming deadlines and requirements
• Follow up on outstanding items
• Respond promptly to transaction-related questions
• Help create a smooth client experience from contract through closing

Real Estate Marketing Support

Support agents with listing-related marketing activities, including:

• Property flyers
• Brochures
• Open house materials
• Social media assets
• Listing updates
• Basic marketing coordination

Reporting & Brokerage Operations

Maintain visibility across the transaction pipeline.

You'll:

• Prepare transaction status reports
• Track active and upcoming closings
• Monitor commissions and closing timelines
• Maintain pipeline trackers
• Support brokerage compliance reviews
• Maintain organized transaction and operational records

What Makes You a Strong Fit

You:

• Are extremely organized and deadline-driven
• Have strong attention to documentation and compliance
• Can manage multiple active transactions without missing details
• Follow up proactively rather than waiting for reminders
• Communicate professionally with clients and real estate professionals
• Stay calm when deadlines shift or transactions become complicated
• Understand the importance of accurate real estate documentation
• Take ownership from contract through closing
• Work effectively and independently in a remote environment

Required Experience & Skills

• 2+ years of experience in:
• Transaction coordination
• Real estate operations
• Brokerage support
• Real estate administration
• Hands-on experience with MLS platforms
• Strong experience with DocuSign
• Experience with transaction management platforms such as:
• Dotloop
• SkySlope
• Brokermint
• Similar real estate transaction systems
• Strong understanding of:
• Real estate contracts
• Disclosures
• Transaction timelines
• Contingencies
• Closing workflows
• Compliance documentation
• Ability to manage multiple active transactions simultaneously
• Strong Google Workspace or Microsoft Office skills
• Excellent written and spoken English
• Strong organizational and time-management skills
• High attention to detail
• Availability during U.S. business hours

Nice to Have

• Active real estate license
• Transaction Coordinator certification
• Experience managing 10+ concurrent transactions
• Residential and/or commercial real estate experience
• Experience supporting high-volume brokerages
• Familiarity with:
• Canva
• Adobe InDesign
• Real estate marketing tools
• Experience supporting:
• Real estate investment teams
• Property management operations
• Multi-agent brokerages

What a Typical Day Looks Like

You might:

• Review active transactions and upcoming deadlines
• Update transaction checklists and files
• Follow up on missing documents and signatures
• Send and monitor DocuSign envelopes
• Update MLS listings and property statuses
• Coordinate inspections and