Job Description

Real Estate Transaction Coordinator

Location: Remote Employment Type: Full-Time Schedule: U.S. business hours (Eastern Time) Reports to: Operations / Team Lead

About the Company

We are a top-producing residential real estate team based in the Northeastern United States, consistently ranked among the top 1% of agents nationally by units sold. We run a high-volume operation — carrying roughly 80 properties under contract at any given time — supported by a tight back-office team of transaction coordinators and virtual assistants.

Our reputation is built on treating every transaction as more than a deal. As we continue to scale, we are investing in the operational infrastructure that keeps each file accurate, compliant, and moving smoothly to the closing table.

About the Role

This role exists because our transaction volume has outgrown our current support team. Our coordinators and existing VA are managing a heavy pipeline, and we need a second administrative team member focused specifically on the back-office side of our transactions: compliance, MLS management, document follow-up, and fee accuracy.

This is not a phone or appointment-setting role. You are the person who makes sure that behind every active contract, the paperwork is complete, the MLS is current, the numbers are correct, and nothing slips through the cracks. If you take pride in keeping a high-volume operation organized and audit-ready, this is your role.

Key Responsibilities

Transaction Coordination & Compliance

• Set up and maintain transaction files from contract through closing
• Ensure every file is complete, compliant, and audit-ready
• Track key dates, contingencies, and deadlines across a high volume of concurrent contracts
• Follow up with clients, agents, attorneys, lenders, and title companies to collect outstanding documents and signatures

MLS & Listing Management

• Enter new listings and keep listing data accurate
• Update listing statuses — taking listings live/active, moving them to under contract, and closing them out
• Manage the full MLS lifecycle for each property accurately and on time

Financial Accuracy

• Prepare and edit master fee sheets and commission details
• Verify all figures for accuracy before submission
• Maintain clean, accurate records for every transaction

Client & Team Support

• Communicate professionally with clients regarding document collection and file status
• Coordinate with the existing transaction coordinators and VA to balance workload
• Keep deals moving by staying ahead of what each file needs

Required Qualifications

• Prior experience supporting a U.S. real estate team or brokerage as a transaction coordinator, real estate VA, or transaction admin
• Solid working knowledge of the U.S. residential real estate transaction process, from contract to close
• Hands-on MLS experience — listing entry, status changes, and closeouts
• Exceptional organization and attention to detail, with a proven ability to manage many files at once without letting things slip
• Strong written and verbal English communication
• Reliable remote work setup (computer, high-speed internet, quiet workspace)

Preferred Qualifications

• Bilingual English/Spanish
• Experience supporting a high-volume team (50+ active contracts)
• Familiarity with transaction management and compliance platforms (e.g., Skyslope, Dotloop, Brivity, or similar)
• Experience preparing or editing commission/fee documents

Ideal Candidate Profile

You are:

• Highly organized and detail-obsessed, especially with deadlines, documents, and numbers
• Proactive — you follow up and close loops without being chased
• Calm and steady in a fast-paced, high-volume environment
• A clear, professional communicator with both clients and teammates
• Someone who takes ownership of their files and treats accuracy as non-negotiable

Why Join Us

You will join a top-ranked, growing team that genuinely values the operational backbone of the business. This is a role where your organization and follow-through directly enable the team to keep winning, and where strong performers have room to grow with us.

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