Part-Time Transaction Coordinator

The Transaction Coordinator plays a central role in supporting real estate operations while providing executive-level administrative assistance. The purpose of this role is twofold: ensuring smooth, compliant and timely management of transactions while reducing administrative burden for Genevieve so she can focus on client relationships and business growth.

This position acts as the backbone of daily operations. It safeguards deadlines, maintains compliance, ensures professional communication with clients and partners. By handling contracts, disclosures, scheduling, marketing support, inbox and calendar management the role directly impacts both operational efficiency and client satisfaction, ensuring that no inspection, appraisal or closing date is missed.

Requirements

Client's Requirement:

- The client needs an experienced Transaction Coordinator VA with a solid background in U.S. real estate to manage contracts, disclosures, scheduling, compliance, ensuring every transaction is accurate and on time.

- The client needs someone who can professionally interact with clients, partners and internal stakeholders on behalf of the brokerage.

Some duties/responsibilities (will be trained):

Calendar & Inbox Management

• Send daily agenda emails with meetings, notes and preparation tasks
• Triage the inbox: flag priorities, draft replies and file documents
• Maintain an accurate calendar with clean scheduling and timely responses

Listings & Market Analysis Support

• Prepare MLS listings with accurate details and manage updates as needed
• Coordinate with photographers, stagers and other listing partners
• Prepare listing marketing materials

Transaction Coordination & Compliance

• Manage contracts, addenda and disclosures with e-signature platforms
• Track inspection, appraisal, mortgage, title and closing deadlines to ensure compliance

• Maintain organized contract folders for easy access, auditing and record-keeping
• Support compliance processes through platforms such as Brokermint when required

Marketing & Social Media Support

• Research local topics for real estate marketing, draft captions, hooks and scripts
• Build and maintain a reusable library of content ideas for approval
• Support social media activity across Facebook, Instagram and TikTok
• Assist with email campaigns and batch email blasts through Follow-Up Boss

Reporting, Data Hygiene & Continuous Improvement

• Generate weekly pipeline reports with deadlines, deal status and next steps
• Maintain CRM hygiene by updating contacts, removing duplicates and segmenting lists

Communication

• Strong written communication to draft client-facing and internal emails
• Professional phone and email etiquette to represent the team effectively

Real Estate Operations

• Familiarity with transaction timelines including inspections, appraisals and closings
• Understanding of MLS listing requirements and compliance standards

Organization & Time Management

• Ability to prioritize tasks across multiple contracts and deadlines (average 10+ open contracts)
• Consistency in maintaining accurate records and schedules

Administrative & Technical Skills

• Skilled in managing executive calendars and inboxes with efficiency
• Ability to compile structured reports for decision-making
• Familiarity with database management and CRM reporting functions

Tools to be used:

• Google Suite (Gmail, Calendar, Drive, Docs, Sheets, Slides, Forms, Tasks)
• Office 365
• LastPass
• WhatsApp
• Follow-Up Boss CRM
• Brokermint
• E-Signature platforms (Authentisign / ZipForms)
• Uniqode - QR code management
• Canva
• Content & Social Media Tools (Facebook, Instagram, TikTok scheduling and posts)
• LinkTree
• Wix - Website Management

Benefits

• Competitive Salary
• Long-Term role with a very warm and good communicator client, you'll get to work with a lovely female client who's an experienced real estate professional with over 15 years of experience
• We'll offer HMO (Philcare)
• PTOs
• Lots of areas & opportunities for growth