Real Estate Transaction Coordinator

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: TYPE OF WORK

Part Time

: SALARY

$5/hr

: HOURS PER WEEK

20

: DATE UPDATED

Mar 22, 2026

JOB OVERVIEW

# **Admin / Transaction Coordinator (ATC) – Curative Title Real Estate (Florida Market)**

## **Overview**

We are a U.S.-based real estate investment company specializing in **curative title and probate-related transactions**. We acquire properties with title issues by working directly with property owners and heirs.

We are seeking a **detail-oriented Admin / Transaction Coordinator (ATC)** to manage files **after contracts are signed**, ensuring all documents are properly executed, tracked, and delivered to our probate attorney.

This role is a hybrid of:

* Transaction coordination
* Light probate support
* Document preparation
* Project management

This is **not a sales role**.

20 - 30 hours per week

---

## **Primary Objective**

Move signed deals from **contract ? executed documents ? attorney submission ? case tracking**, with zero errors and full visibility.

---

## **Key Responsibilities**

### **1. Seller & Heir Coordination**

* Communicate with sellers and heirs after agreements are signed
* Provide clear instructions for document signing
* Maintain a professional, respectful tone (many cases involve deceased family members)

---

### **2. Mobile Notary Coordination**

* Locate and schedule **local mobile notaries anywhere in the U.S.**

* Coordinate time, location, and document requirements

* Provide notary with:

* Document package
* Signing instructions
* FedEx shipping label

* Send tracking links to sellers and monitor delivery

---

### **3. Document Preparation & Quality Control**

Prepare and review:

* Quitclaim Deeds
* Joinders
* Assignments of Interest
* Affidavits of Heirship
* ID verification (driver’s licenses)

Ensure:

* Names match exactly across all documents
* Proper vesting language
* No missing signatures, initials, or notary sections

---

### **4. Document Flow Management**

* Receive scanned documents from notary
* Review for completeness and accuracy
* Submit completed files to probate attorney
* Track original documents via FedEx

---

### **5. Case Tracking & Attorney Coordination**

* Maintain status of each deal (pipeline management)
* Communicate with probate attorney for updates
* Identify bottlenecks and follow up proactively
* Provide internal team with status updates

---

### **6. Data Entry & Research Support**

* Review obituaries and public records

* Identify possible heirs and ownership clues

* Check for:

* Liens
* Judgments
* Ownership inconsistencies

* Update CRM / tracking sheets accurately

---

## **Required Skills & Experience**

### **Core Competencies**

* Extremely detail-oriented (zero-error mindset)
* Strong organizational and follow-through skills
* Excellent written and verbal English
* Ability to manage multiple files simultaneously

---

### **Technical Skills**

* Google Sheets / Excel (intermediate)
* Document handling (PDF editing, file organization)
* Familiarity with CRM systems (preferred)
* Comfortable using FedEx/UPS shipping tools

---

### **Relevant Experience (Preferred)**

* Transaction Coordinator (Real Estate)
* Title Company / Escrow Assistant
* Probate or Legal Assistant
* Virtual Assistant (real estate or legal support)

---

### **Industry Knowledge (Strongly Preferred)**

* Basic understanding of:

* Probate process
* Heirship / inheritance
* Deeds and title transfers

---

## **DISC Profile – Ideal Candidate**

### **Target Profile: High C / Moderate S**

**Dominance (D): Low–Moderate (15–30%)**

* Not aggressive or pushy
* Patient and process-driven

**Influence (I): Moderate (20–40%)**

* Able to communicate clearly with sellers and heirs
* Builds trust without “selling”

**Steadiness (S): High (30–45%)**

* Consistent, reliable, calm under pressure
* Handles repetitive processes well

**Compliance (C): Very High (30–50%)**

* Precision-focused
* Follows structured processes
* Strong attention to detail

---

### **What This Role Is NOT Suited For**

* High-D, aggressive personalities (too fast, error-prone)
* High-I, talkative but disorganized candidates
* Creative types who dislike structured processes

---

## **Ideal Previous Roles (Top Fits)**

Candidates who have worked as:

1. **Real Estate Transaction Coordinator (U.S. market)**
2. **Title Company Processor / Escrow Assistant**
3. **Probate or Legal Administrative Assistant**
4. **Mortgage Processing Assistant**
5. **Document Control Specialist (high-compliance industries)**

---

## **Key Traits for Success**

* Obsessive attention to detail
* Strong follow-up habits (nothing falls through the cracks)
* Ability to think logically through ownership scenarios
* Comfortable working with sensitive family situations
* Process-oriented and checklist-driven

---

## **Performance Metrics**

* % of files completed without errors
* Turnaround time from contract ? signed documents
* Document rejection rate (attorney feedback)
* Number of files successfully moved to probate

---

## **Working Hours**

* Must overlap with U.S. business hours (Eastern Time preferred)

---

## **Why This Role Matters**

You will be the **central operator** ensuring deals actually close.
Without this role, signed contracts do not convert into revenue.

---

> To apply send an email to ---------- with the subject: Admin/Transaction Coordinator

Include:
>
> 1. A short voice recording introducing yourself
> 2. Your DISC profile (D % + I % + S % + C % = 100%) - ----------
> 3. A brief description of any experience with real estate or legal documents

SKILL REQUIREMENT

Title Escrow Title Processing Transaction Coordinating

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Real Estate Transaction Coordinator

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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