Real Estate Executive Assistant & Transaction Coordinator

Job title: Real Estate Executive Assistant & Transaction Coordinator

Type of employment: Full-time

Shift Schedule: 8:30 AM-5:30 PM EST

A detail-oriented, high-energy Executive Assistant / Transaction Coordinator role blending back-office operations, transaction management, and direct personal support for the team owner.

Ideal for someone energetic, highly organized, an excellent communicator, and committed to excellence in both internal operations and client-facing support.

About the Company:

The client is a real estate team that supports buyers, sellers, and real estate clients through ongoing guidance, transaction support, market insight, and a service-driven real estate experience.

Objective of this role:

• Provide high-level administrative, operational, and transaction support to the real estate team
• Manage real estate transactions from executed contract through closing with accuracy and urgency
• Keep CRM, transaction checklists, documents, and client information organized and up to date
• Coordinate with clients, agents, lenders, attorneys, and other parties to keep transactions moving
• Serve as a proactive right hand to the team lead by managing priorities, follow-through, and client care
• Ensure deadlines, documentation, and follow-ups are handled accurately and nothing falls through the cracks

Responsibilities:

• Manage transactions end-to-end from executed contract through closing, tracking every key date and deadline.
• Coordinate title/escrow, mortgage loan, and appraisal processes with lenders, attorneys, and title officers.
• Coordinate inspections and assist with negotiating and tracking repair requests through resolution.
• Submit all required documentation for brokerage file compliance.
• Coordinate closing logistics and moving/possession schedules.
• Schedule 30/60/90-day post-closing client follow-ups for referrals and reviews.
• Serve as back-office director and personal assistant owning operations, priorities, and day-to-day support directly for the team lead.
• Keep the CRM (Follow Up Boss) current – lead entry, activity logging, and pipeline hygiene.
• Coordinate with agents, lenders, attorneys, and clients to keep every deal moving and communication clear.
• Assist with listing setup and marketing coordination as needed.
• Maintain and follow the transaction checklist system, flagging anything at risk of slipping.

Required Skills and Qualifications:

• High energy and enthusiasm – brings drive, positivity, and urgency to every call and task.
• A self-driven, "figures it out" problem-solver who takes initiative rather than waiting to be told each next step.
• Comfortable with ambiguity and fast-changing priorities; real estate transactions rarely follow a straight line.
• Clear, warm, client-facing communication skills with the ability to be a direct point of contact for clients and agents.
• Reliable, detail-oriented, and comfortable with structure and accountability (daily huddles, standups, checklists).
• Strong written and spoken English skills.
• Comfortable managing multiple priorities independently in a fast-moving environment.

Preferred Skills and Qualifications:

• Real estate, transaction coordination, or executive assistant experience.
• Familiarity with real estate transactions, deadlines, client communication, or contract-to-close workflows.
• Experience with a CRM or contact management system (Follow Up Boss a plus).
• Experience supporting a real estate agent, team, or brokerage.
• Experience improving internal systems, organizing digital workspaces, or documenting SOPs.

Tools & Systems:

The client will provide training on their specific tools and processes. Prior experience with these exact platforms is not required, but candidates should be comfortable learning and working across multiple digital systems.

• Follow Up Boss – CRM and pipeline management
• GAMLS / FMLS – MLS systems
• ShowingTime – showing coordination
• DocuSign – electronic documents and signatures
• BHHS Maestro/Rechat – listing and marketing support
• Google Workspace – Gmail, Calendar, Drive, Docs, and related tools
• Todoist – task and priority management