Jr Real Estate Transaction Coordinator

About the Role

Full-time Real Estate Transaction Coordinator / Administrative Assistant supporting residential and commercial real estate transactions. Responsible for keeping deals moving from executed contract through closing, while also supporting the team with client communication and day-to-day administrative work.

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

Pay

$2,000/mo

Schedule

9am–5pm CST, full-time