Real Estate Executive Assistant

Responsibilities

• Coordinate the full lifecycle of real estate transactions from offer through closing
• Prepare and organize purchase memorandums, contracts, disclosures, and addenda using Dotloop and DocuSign
• Track transaction timelines and required milestones in accordance with established SOPs
• Maintain continuity across emails, documents, and transaction records
• Communicate with attorneys, lenders, inspectors, and title companies to support timely closings
• Cook up post-closing follow-ups, including client reviews and referrals
• Coordinate listing preparation, including photography, signage, lockboxes, and marketing logistics
• Upload and manage listings in MLS
• Track listing paperwork sent, signed, and pending
• Schedule and manage showings using ShowingTime
• Provide regular status updates on listings and activity
• Maintain accurate and organized systems within:
• Google Drive / Google Workspace
• Lofty CRM
• Dotloop
• Track tasks digitally from assignment through completion
• Ensure documentation and task tracking are centralized and up to date
• Identify and implement workflow improvements to enhance operational efficiency
• Aid with property management, purchasing, and financial support
• Pay property bills and track expenses using Buildium
• Track expenses for rental properties, renovations, and investments
• Aid with purchasing materials, supplies, and services
• Coordinate deliveries, timelines, and vendor follow-ups
• Support QuickBooks data entry, reconciliations, and wire tracking
• Aid with entity setup (LLCs) and compliance documentation
• Track commissions and basic banking activity
• Manage calendars, scheduling, and inbox organization
• Draft professional correspondence and internal documentation
• Track renovation and investment projects and coordinate vendors and contractors

Qualifications

• Valid driver’s license and reliable personal vehicle
• Strong working knowledge of Google Workspace (Docs, Sheets, Gmail, Calendar)
• Minimum of 2 years’ experience in real estate operations, transaction coordination, or property management
• Experience with Dotloop, DocuSign, CRM systems (Lofty preferred), and Buildium or similar platforms
• Ability to manage multiple tasks and priorities independently
• Experience working with structured processes or SOPs
• Strong responsiveness and communication during work hours (phone, email, text)

About YHSGR- Besmatch

• We are a high-volume real estate brokerage and investment firm specializing in acquisitions, sales, property management, and development
• Our operation is fast-paced, detail-driven, and systems-oriented
• We work with clear processes, defined expectations, and a strong focus on execution
• We are seeking a Real Estate Executive Assistant / Operations & Transaction Coordinator to work directly with ownership and a lead real estate professional
• This role is ideal for someone who thrives in structured environments, follows established processes, manages multiple priorities independently, and takes ownership of outcomes