Our client, a successful and busy real estate team, is currently recruiting for a Transaction Coordinator/Assistant. This role is critical to the team’s success, providing high-level administrative support and end-to-end transaction management to ensure all deals are processed accurately, efficiently, and on time. The ideal candidate will act as a key support partner to the lead agent, managing deals from executed purchase agreement through to closing while also handling calendar, email, client on-boarding, and operational tasks in a fast-paced real estate environment.
Key Responsibilities:
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Oversee all aspects of buyer and seller transactions from executed agreement to closing using standard checklists.
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Collect, review, and ensure all documents are accurate, complete, and filed on time.
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Perform detailed data entry into CRM systems (e.g., Follow Up Boss), MLS/Transaction Desk platforms (e.g., Pillar 9 / Matrix), spreadsheets, and Google Drive.
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Update transaction statuses in MLS/Matrix (Pending when deposit received, Sold when firm).
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Double-check pricing, amendments, possession dates, and contract details against all updates.
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Maintain client lists, daily team updates (conditional/firm deals, price changes, terminations, and agent sales totals).
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Schedule all critical dates and reminders in Google Calendar (deposit due, condition day, reminders, possession/closing).
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Send deposit instructions, home inspection notifications, and forward signed documents to lawyers.
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Create and update deals in the CRM with accurate buyer/seller information and folder links.
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Manage and coordinate the agent’s calendar, confirming all appointments.
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Monitor the agent’s email inbox, tag emails, and respond on their behalf when appropriate.
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Enter new clients into the CRM and send view-only Dropbox links to clients, agents, and potential buyers.
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Listing (Seller) Support:
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Coordinate obtaining condominium documents once a deal is pending.
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Review offers, send to sellers for signatures, submit in Transaction Desk, and forward to the Transaction Coordinator.
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Prepare and obtain signatures on amendments, terminations, and related documents.
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Handle walkthroughs, repairs, and key release on possession day.
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Buyer Support:
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Set up property searches and schedule showings.
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Write offers and prepare all required buyer forms for signatures.
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Submit offers in Transaction Desk and forward to the Transaction Coordinator.
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Coordinate deposits, home inspections, addendums/amendments, waivers, lawyer information, walkthroughs, repairs, possession gifts, and locksmith services.
Required Skills & Attributes
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Exceptional attention to detail and accuracy.
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Strong organizational, calendar management, and prioritization skills.
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Proficiency with Follow Up Boss (or similar CRM), Google Workspace (Calendar, Drive, Docs, Sheets), Matrix/Pillar 9, Transaction Desk, and Dropbox.
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Excellent written and verbal communication skills.
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Ability to work independently, handle confidential information, and manage multiple deadlines in a fast-paced setting.
Posted: Wednesday, May 20, 2026
Job # 624
