Senior Executive Office Manager & Transaction Coordinator

We are looking for an experienced real estate professional to become the operational right-hand to one of the top-producing eXp Realty agents in Washington State.

The business serves the Greater Seattle and Eastside markets, including Kirkland and Bellevue, and regularly works with sophisticated clients and luxury properties in the approximately $2 million to $5 million range.

This is not a traditional Transaction Coordinator position.

If your experience is primarily receiving a contract, entering deadlines, and taking the file through closing, this role will likely be too broad.

We need someone operating at a much higher level.

You will be responsible for helping manage the entire administrative side of a high-touch real estate business, including transactions, listings, executive support, office operations, client communication, systems, special projects, and marketing coordination.

The number of transactions is not unusually high. The complexity comes from the level of service.

Listings and transactions involve frequent communication, changing timelines, customized follow-up, detailed client requests, vendor coordination, marketing revisions, administrative responsibilities, and numerous small details that must be handled correctly.

Our clients are often highly accomplished and extremely detail-oriented. Emails, contracts, listing information, reports, marketing materials, and client communications must be polished and accurate.

We need someone who naturally thinks:

What is missing?
What needs to happen next?
Who am I waiting on?
What could become a problem?
How can I create a system so this does not get missed again?

Your Responsibilities Will Include
Managing residential transactions from contract through closing
Coordinating luxury listings from pre-listing preparation through launch and closing
Tracking contracts, contingencies, deadlines, escrow, title, inspections, financing, and closing requirements
Coordinating staging, photography, repairs, signage, vendors, MLS information, disclosures, and listing timelines
Monitoring email, Slack, CRM activity, calendars, and time-sensitive communications
Following up persistently on missing documents, approvals, decisions, signatures, and information
Providing polished communication to clients, agents, lenders, escrow, title, vendors, and other partners
Managing executive calendars, appointments, reminders, meetings, and follow-up
Booking travel, hotels, transportation, reservations, and itineraries
Coordinating client events, team events, appreciation activities, and special projects
Maintaining organized CRM, client, transaction, and listing records
Preparing seller updates, showing reports, listing activity reports, and client communications
Supporting listing marketing, newsletters, email campaigns, presentations, social media, and Canva materials
Making routine revisions to existing marketing templates and materials
Proofreading everything carefully before it reaches a client or the public
Building SOPs, checklists, workflows, templates, and tracking systems
Identifying operational problems and creating better processes
Looking ahead rather than waiting for every assignment
Finding useful projects and business improvements during slower periods

Marketing is part of the role, but we are not hiring a dedicated graphic designer or full-time marketing manager. You should be comfortable coordinating marketing, updating established materials, making routine Canva revisions, proofreading content, and ensuring projects are completed accurately.

Who We Are Looking For

We strongly prefer candidates with at least 5 years of real estate experience who have already supported a successful agent, luxury agent, executive, or high-producing real estate team.

Luxury real estate experience is highly preferred.

Washington State real estate experience is also strongly preferred, although an exceptional candidate with significant experience in another U.S. market will still be considered.

You should be:

Extremely detail-oriented
Proactive and inquisitive
Highly organized
Calm under pressure
Comfortable managing changing priorities
Excellent at written and verbal communication
Confident communicating with sophisticated and high-net-worth clients
Experienced with transactions and listing coordination
Strong with office management and executive support
Experienced building SOPs, processes, systems, and checklists
Comfortable managing travel, events, vendors, calendars, and logistics
Comfortable receiving direct feedback and making corrections quickly
Willing to ask questions rather than make assumptions
Capable of taking ownership without needing constant supervision
Consistent about checking your work before anything is sent
Comfortable making calls and following up until outstanding items are resolved

Experience with platforms such as SkySlope, TransactionDesk, Lofty, Google Workspace, Slack, Canva, or similar real estate systems is highly valuable.

Real estate has busy seasons and slower seasons. During busy periods, we need someone who can increase their intensity without allowing quality to decline. During slower periods, we expect you to identify ways to improve systems, organization, processes, and the client experience.

We are hiring an operator, not simply a task executor.

A DISC assessment will be required during the hiring process. A strong Steadiness (S) profile is highly preferred because this position requires consistency, patience, composure, dependable follow-through, and the ability to maintain performance when pressure increases.

This is a full-time remote position during U.S. Pacific Time business hours. Candidates may not maintain another active job, freelance workload, or outside professional commitment. Responsibilities may not be outsourced or delegated.