CPT-11696 Real Estate Transaction Coordination & Administrative Virtual Assistant

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Title: CPT-11696 Real Estate Transaction Coordination & Administrative Virtual Assistant

Independent Contractor – CPT-11696 Real Estate Transaction Coordination & Administrative Virtual Assistant/Real Estate VA/Senior-Advanced Level (Remote).

Overview

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.

An established Maryland real estate team with approximately 15 agents is seeking an experienced Real Estate VA to assist with offer preparation, listing administration, transaction coordination, and contract-to-close support.

The team is looking for a proactive, highly organized professional who understands U.S. real estate transaction workflows and can help agents manage documentation, deadlines, communication, and recurring administrative requirements.

The position will begin with a structured onboarding period and gradually assume greater transaction responsibilities as the VA becomes familiar with the brokerage's systems and Maryland-specific procedures.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Scope of Services

Contractors will be required to provide services that align with the following client tasks:

Offer Writing & Listing Preparation

• Prepare draft offers and supporting documents using agent-provided terms and approved templates
• Assist with listing preparation, required information, and supporting documentation
• Organize contracts, disclosures, and other transaction files
• Support signature requests and document completion workflows
• Review files for missing information and flag items requiring agent or broker attention
• Maintain accurate records within the brokerage's transaction systems

Transaction Coordination — Contract to Close

• Track transactions from contract acceptance through closing
• Maintain transaction timelines, deadlines, and required documentation
• Coordinate routine communication among agents, clients, lenders, title companies, and other parties as directed
• Follow up on missing documents, signatures, and outstanding items
• Update transaction statuses and keep agents informed of upcoming requirements
• Escalate contractual questions, exceptions, and matters requiring licensed agent or broker decisions

Agent & Administrative Support

• Assist agents with routine transaction-system questions and document workflows
• Maintain organized transaction files and tracking systems
• Help coordinate outstanding administrative tasks across multiple agents
• Provide status updates and identify items requiring attention
• Assist with creating consistent checklists, workflows, and handoff procedures
• Support general real estate administrative responsibilities when transaction volume allows

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

Skills

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

• Previous U.S. real estate transaction coordination experience required
• Experience with residential offer preparation and contract-to-close workflows strongly preferred
• Strong familiarity with real estate contracts, disclosures, and transaction documentation strongly preferred
• Excellent written English and professional communication required
• Experience with real estate transaction-management platforms required
• BoldTrail experience strongly preferred
• Lofty CRM experience preferred
• Maryland transaction or disclosure experience a plus
• Strong organizational skills and deadline management required
• Ability to learn brokerage-specific and Maryland county-specific procedures required (Training will be provided)

IDEAL CANDIDATE PROFILE

• Experienced with U.S. residential real estate transactions
• Highly organized, proactive, and detail-oriented
• Comfortable managing multiple transactions and deadlines
• Patient and professional when assisting agents with varying technology experience
• Resourceful and capable of finding solutions within established procedures
• Strong written communication and follow-through
• Able to anticipate routine administrative needs without constant direction
• Interested in a long-term role with opportunities for greater responsibility

APPLICATION SOFTWARE KNOWLEDGEABLE / REQUIRED

• BoldTrail – Strongly Preferred
• Lofty CRM – Preferred
• Trello or Comparable Task Management Tools
• Electronic Signature / Transaction Management Platforms
• Microsoft Office / Google Workspace

Work Schedule

• Contracted Hours per Week: 20 Hours (Expected to increase to 40 hours/week after approximately 2–4 weeks; Full-Time Availability Required)
• Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
• Daily Working Time: U.S. Eastern Business Hours – Exact Schedule TBD

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

Terms of Engagement

• Contractors will operate under a Master Services Agreement and a Statement of Work
• This is not an offer of employment; contractors are not employees of 20four7VA or any client
• All compensation is processed through 20four7VA according to the terms of the engagement

Role Summary & Requirements

• REQUIRED SERVICE: Real Estate VA
• REQUESTED EXPERIENCE TIER LEVEL: Senior and Advanced Level
• Contracted Hours per Week: 20 hours/week (Expected to increase to 40 hours/week after approximately 2–4 weeks; Full-Time Availability Required)
• Daily Working Time: U.S. Eastern Business Hours – Exact Schedule TBD
• Scheduled Working Days: Monday-Friday
• REPORTING TO/POC: To Be Determined
• Number of VAs: 1
• GENDER PREFERENCE: None
• LANGUAGES SPOKEN/PREFERENCE: English
• ACCENT PREFERENCE: Level A-C (Strong Spoken and Written English Required)
• REGION PREFERENCES: Any

What we offer

• Competitive rates
• Weekly payments
• Various open roles are available
• Free training and upskilling
• Constant support and guidance
• A vibrant community always ready to support you
• And more!