Jr. Real Estate Transaction Coordinator

Job Description:

We are hiring a full-time Real Estate Transaction Coordinator / Administrative Assistant to support the client across residential and commercial real estate transactions. This role is responsible for keeping deals moving from executed contract through closing, while also supporting the team with client communication and day-to-day administrative work. The ideal candidate is extremely sharp, attentive to detail, proactive, and comfortable working in a fast-paced real estate environment. You should be able to look at what needs to get done, take ownership, and move things forward without waiting for constant direction. Full-time. Fully remote. Must be ENGLISH-SPEAKING.

Hours: 9am–5pm CST

Salary: $2,000/mo

Key Responsibilities:

• Manage residential and commercial real estate transactions from executed contract through closing
• Prepare contracts, buyer/seller documents, disclosures, and other transaction documents for review
• Review transaction documents for accuracy, completeness, and compliance
• Manage documents through Dotloop, including preparing files for signature and sharing completed documents with the appropriate parties
• Coordinate with clients, agents, lenders, attorneys, title companies, inspectors, and vendors throughout the transaction
• Track important transaction deadlines and ensure required steps happen on time
• Schedule inspections, appraisals, financing milestones, final walkthroughs, and closings
• Maintain complete and organized transaction files and ensure required documentation is collected
• Proactively update clients throughout the transaction and respond to questions as they arise
• Handle data entry, record keeping, and general administrative support
• Maintain organized internal systems and support daily team operations
• Answer incoming calls and manage email correspondence with clients and other parties
• Monitor messages from leadership and respond quickly when something requires action
• Manage monthly email mailers through Mailchimp
• Assist with social media, including sourcing or creating images for posts, primarily for LinkedIn
• Use AI tools such as ChatGPT and Claude for writing, image editing, and administrative support
• Make basic edits and updates to the company’s WordPress website
• Identify missing information, outstanding documents, or next steps and proactively follow up until they are resolved

Key Qualifications:

• 2+ years of experience in real estate administration, transaction coordination, legal administration, or a similar detail-heavy role
• Strong understanding of contracts, documentation, and deadline-driven processes
• Excellent written and verbal English communication skills
• Extremely attentive to detail with the ability to catch errors or missing information before they become problems
• Proactive and self-directed; able to work through a task list and drive items to completion without constant oversight
• Comfortable communicating directly with clients, vendors, and other professionals by phone and email
• Comfortable working in a fast-paced environment where new requests can come up throughout the day
• Strong computer skills and ability to learn new platforms and processes quickly
• Professional and discreet when handling confidential client and transaction information
• Must own and be able to use a working computer with high-speed internet
• Must be ENGLISH-SPEAKING

Nice to Have:

• Previous residential or commercial real estate transaction experience
• Experience with Dotloop and Follow Up Boss
• Familiarity with Dropbox, Microsoft Word, Excel, and PDF editing tools
• Experience with Mailchimp and LinkedIn
• Familiarity with ChatGPT, Claude, or other AI tools
• Experience making basic updates to WordPress websites