Real Estate Operations & Transaction Coordinator

Job Description

Job Description

Virtual Real Estate Operations & Transaction CoordinatorAre You the Person Who Keeps Everything Moving?

We are seeking a highly organized, proactive Virtual Real Estate Operations & Transaction Coordinator to support a fast-growing real estate and legal-services organization.

This is not a traditional virtual assistant position for someone who waits to be assigned tasks.

We need someone who takes ownership, protects deadlines, communicates professionally with clients, follows up without being asked, and creates order in a fast-moving environment.

You will work directly with the company’s founder, who is a real estate broker, attorney, and national team leader. She is highly driven, moves quickly, and generates a significant number of ideas and opportunities. Your job will be to manage the details, close loops, protect deadlines, and ensure important tasks do not get lost.

What Success Looks Like

• No administrative transaction deadline is missed

• Clients receive timely and professional communication

• Every active file has a clear status and next action

• The founder knows exactly what requires her personal attention

• Meeting decisions become completed tasks

• The CRM and database remain accurate and organized

• Content is consistently repurposed and published

• Problems are identified early rather than explained afterward

• Recurring processes are completed without repeated instruction

You May Be a Strong Fit If You

• Have experience coordinating U.S. real estate transactions

• Understand the general process from accepted offer through closing

• Are highly organized and deadline-driven

• Communicate clearly and professionally in written and spoken English

• Are comfortable communicating directly with clients

• Take ownership and follow through without repeated reminders

• Can respectfully hold a fast-moving executive accountable

• Learn new systems quickly

• Are comfortable using CRMs and project-management tools

• Have experience with Google Workspace, Canva, and video-editing software

• Handle confidential information with discretion

• Admit mistakes quickly and correct them

• Enjoy creating systems and order from complexity

• Have a reliable computer, strong internet connection, and quiet work environment

Experience with Follow Up Boss, MLS systems, Skool, GoHighLevel, CapCut, Canva, Loom, or real estate transaction-management platforms is strongly preferred.

This Position Is Not a Fit If You

• Need detailed daily instructions after training

• Avoid following up because you are afraid of bothering people

• Become overwhelmed by multiple active projects

• Miss deadlines or communicate only after being asked

• Are uncomfortable reminding an executive about unfinished tasks

• Have weak written English

• Want a role focused only on graphic design or video editing

• Hide mistakes

• Are currently working multiple overlapping full-time jobs

Position Details

• Full-time, remote position

• Monday through Friday

• Significant availability during U.S. Central Time business hours is required

• Occasional flexibility may be needed for urgent transaction matters

• Direct-hire position

• 90-day introductory period

Compensation

Compensation is expected to range from $750 to $900 USD per month , depending on experience, communication skills, technical ability, and performance during the hiring process.

There is an opportunity for increased responsibility and compensation based on successful performance.

How to Apply

Please submit the following:

• Your resume

• A brief explanation of your U.S. real estate transaction experience in a cover letter

• Your requested monthly compensation

• Your available working hours in U.S. Central Time

Begin your application with the words “Deadlines Protected” so we know you carefully reviewed the full posting.

Qualified applicants will be asked to complete a paid practical skills assessment.

Compensation:

$8,400 yearly

Responsibilities:

• Manage office correspondence and administrative tasks such as answering phone calls, communicating with opposing attorney offices, taking dictation, responding to emails, and reminding the team of upcoming deadlines
• Work with attorneys and paralegals to create various legal documents, including pleadings, motions, subpoenas, affidavits, contracts, and briefs for case preparation, and proofread documents when requested
• Schedule meetings and appointments for the team, such as depositions, make travel arrangements, and coordinate with outside vendors for events
• Undertake other duties as needed to ensure the firm operates efficiently
• Use daily time records to properly process client billing with support from the accounting department

Real Estate Transaction Coordination

• Open and organize new transaction files

• Review contracts and enter all important dates and deadlines

• Monitor inspection, financing, appraisal, and closing deadlines

• Coordinate with clients, agents, lenders, title companies, inspectors, and other transaction partners

• Schedule inspections, walkthroughs, appraisals and closings

• Track earnest money, signatures, amendments, and outstanding documents

• Provide regular transaction updates to clients

• Maintain accurate and complete transaction records

• Identify concerns early and escalate them before they become emergencies

• Assist with post-closing follow-up, reviews, and referrals

For Sale by Owner Program Support

• Respond to new For Sale by Owner inquiries

• Send intake forms and explain the administrative process

• Follow up for missing information and documents

• Populate approved legal and real estate document templates

• Prepare drafts for attorney review

• Coordinate revisions, signatures, and payments

• Maintain an accurate FSBO pipeline

• Keep clients and referring agents informed

• Track files from initial inquiry through completion and closing

This position will not provide legal advice. All legal questions and decisions will be escalated to the attorney.

Email and Executive Support

• Monitor and organize the founder’s email

• Identify urgent messages and matters requiring a decision

• Draft routine responses

• Convert emails and conversations into tasks

• Maintain a daily priority and decision list

• Follow up on unanswered messages and commitments

• Respectfully remind the founder of deadlines and required actions

• Protect confidential and sensitive information

MLS, CRM and Client Support

• Create and update MLS property searches

• Monitor listings, price changes, and status updates

• Maintain accurate client and lead records in Follow Up Boss

• Ensure every active client and lead has a documented next action

• Prepare property information and client communications

• Assist with listing entry and file-management tasks where authorized

• Coordinate appointments and client reminders

Meeting and Operations Support

• Prepare meeting agendas

• Attend virtual meetings and take detailed notes

• Document decisions, action items, owners, and deadlines

• Publish meeting summaries within 24 hours

• Turn meeting discussions into task lists and internal updates

• Create and maintain standard operating procedures

• Follow up with team members on assigned tasks

• Organize training materials, recordings, templates, and company resources

Marketing and Content Support

• Edit short-form videos using CapCut or similar software

• Add captions, graphics, transitions, and basic B-roll

• Create Canva graphics using established brand templates

• Turn meetings, trainings and long-form videos into social media content

• Draft captions, emails and descriptions

• Schedule approved content across social media platforms

• Upload and organize videos and marketing materials

• Maintain a content calendar

• Assist with newsletters, testimonials and review campaigns

Lead and Business Development Support

• Maintain client, recruiting and referral pipelines

• Identify leads and contacts requiring follow-up

• Prepare daily and weekly follow-up lists

• Send approved follow-up and nurture communications

• Schedule client and recruiting appointments

• Track lead sources, status, and next actions

• Help ensure opportunities are not lost because of poor follow-through

Qualifications:

• High school diploma or equivalent is required; associate’s degree is a plus
• Comfortable working with all Microsoft Office products
• Must be able to type at least 50 WPM
• Able to meet demanding deadlines in a fast-paced environment
• Candidates must have worked with legal software, case management, and docketing programs

About Company

Our nationwide company excels at giving the tools and freedom to live the lives they have dreamed of by pairing together technology, innovation, AI, marketing, accounting, revenue share, stock options, and health insurance to fill the gaps often missing in businesses.

If you are looking for the next option to advance your career, apply, and we will get back to you!