Real Estate Operations Transaction Coordinator

Virtual Real Estate Operations & Transaction Coordinator

Are 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.

• 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
• 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, Go High Level , Cap Cut, Canva, Loom, or real estate transaction-management platforms is strongly preferred
• 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
• 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 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.

• 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 prevent them from becoming emergencies

• 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

• 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

• Create and update MLS property searches
• Monitor listings, price changes, and status updates