Real Estate Transaction Manager

We are seeking an experienced Philippines-based Virtual Assistant with extensive knowledge of US real estate processes to support licensed realtors in managing and closing transactions from contract to closing. The ideal candidate will have hands-on experience with US real estate documentation, MLS systems, and transaction coordination.

Key Responsibilities

Transaction Management

• Coordinate all aspects of real estate transactions from accepted offer to closing

• Manage transaction timelines and ensure all deadlines are met

• Track contract contingencies and coordinate inspections, appraisals, and financing milestones

• Maintain detailed transaction files and update all parties on progress

• Prepare and review purchase agreements, addendums, and disclosure documents

Client Communication & Coordination

• Serve as primary point of contact for buyers, sellers, lenders, and other transaction parties

• Schedule and coordinate showings, inspections, appraisals, and closing appointments

• Follow up with clients on required documentation and next steps

• Provide regular transaction updates to all stakeholders

• Handle client inquiries professionally and promptly during US business hours

Documentation & Compliance

• Prepare and organize all transaction-related paperwork

• Ensure compliance with state and federal real estate regulations

• Coordinate document signing through DocuSign or similar platforms

• Maintain accurate records in CRM and transaction management systems

• Prepare closing disclosure reviews and coordinate with title companies

Marketing & Lead Support

• Create and manage property listings on MLS and real estate websites

• Coordinate professional photography and virtual tours

• Assist with social media marketing and lead generation activities

• Prepare marketing materials including flyers, brochures, and presentations

• Manage client databases and follow-up sequences

Required Qualifications

Experience & Knowledge

• Minimum 3 years of experience working with US real estate professionals

• Deep understanding of US real estate transaction processes and timelines

• Familiarity with common US real estate forms and contracts

• Experience with MLS systems, transaction management software, and CRM platforms

• Knowledge of real estate terminology, procedures, and regulations

Technical Skills

• Proficiency in real estate software (kvCORE, SkySlope, Dotloop, DocuSign, etc.)

• Advanced knowledge of Microsoft Office Suite and Google Workspace

• Experience with CRM systems (kvCORE, Chime, Follow Up Boss, Wise Agent, etc.)

• Familiarity with MLS platforms and IDX websites

• Social media management and basic graphic design skills

Soft Skills

• Excellent written and verbal English communication

• Strong attention to detail and organizational skills

• Ability to work independently and manage multiple transactions simultaneously

• Problem-solving mindset with proactive approach to challenges

• Professional demeanor when representing clients and realtors