REAL ESTATE OPERATIONS & TRANSACTION COORDINATOR

REQUIRED SCHEDULE — PLEASE READ FIRST

This role requires consistent availability during U.S. Eastern Time business hours.
Core hours are Monday–Friday, 9:00 AM–5:00 PM Eastern Time.

This is not a flexible schedule.

Apply only if you have previously worked overnight or U.S. time hours and can sustain this schedule long term.
You will be required to confirm this during the application process.

We are hiring for a September start date.

About the Role
- This position supports the backend operations of a busy, luxury-focused real estate business in North Carolina.
- The focus is accuracy, deadlines, documentation, systems execution, transaction coordination, listing support, and thoughtful client communication.
- If you enjoy checklists, structure, clean files, organized systems, and making sure nothing falls through the cracks, this role may be a strong fit.
- We deliver a boutique, high-touch experience built on integrity, attention to detail, and genuine client care. Every client interaction should feel organized, professional, warm, and intentional.
- This is not a sales role. This is an operations role.

Core Responsibilities
-Manage buyer and seller transaction files from contract to close.
-Track contract deadlines, compliance items, and required follow-up.
-Prepare listing paperwork, buyer paperwork, amendments, disclosures, and closing documents.
-Schedule and confirm inspections, appraisals, walkthroughs, repairs, closings, and vendor appointments.
-Communicate with closing attorneys, lenders, inspectors, agents, vendors, and clients regarding status updates.
-Maintain complete and organized files in ---------- , Dotloop, Google Drive, Microsoft 365, or similar systems.
-Ensure transaction files are uploaded, labeled, organized, and completed correctly.
-Support MLS input, listing accuracy, and listing launch timelines.
-Coordinate photography, video, signage, lockboxes, showing instructions, print collateral, and listing pages.
-Create and schedule branded marketing assets in Canva.
-Support email newsletters, listing promotions, client updates, and basic social media scheduling.
-Prepare presentations, market summaries, checklists, transaction summaries, and client reports.
-Manage calendar support, inbox triage, appointment scheduling, and task follow-up.
-Keep CRM records current and log client communication with clear follow-up actions.
-Send milestone reminders, check-ins, transaction updates, and post-closing follow-up.
-Support appreciation gestures, client events, and long-term relationship follow-up.
-Identify missing information, delays, or issues early and flag them quickly.
-Follow standard operating procedures and help improve repeatable processes over time.

Required Experience: Please apply only if you meet these requirements:
-2+ years supporting a U.S. real estate team, agent, brokerage, or transaction coordination business.
-1+ year of U.S. transaction coordination experience.
-Experience supporting at least 50+ U.S. real estate closings.
-Experience with Dotloop or a similar transaction platform.
-Experience with MLS, Canva, ---------- or similar project management tools, Microsoft 365, Google Workspace, CRM -systems, or similar tools.
-Strong English communication skills, written and spoken.
-Strong attention to detail.
-Experience working U.S. time hours or overnight schedules.
-Reliable high-speed internet, webcam, headset/microphone, and a quiet professional workspace.
-Highly dependable and self-motivated.
-Able to work remotely, follow instructions carefully, and take ownership of assigned work.
-Friendly, service-oriented, and comfortable supporting clients through major life transitions.

This role is a strong fit for someone who:
-Enjoys structured work, checklists, and repeatable processes.
-Takes pride in clean systems and accurate records.
-Communicates clearly, calmly, and professionally.
-Notices missing information and flags issues early.
-Works well independently and follows instructions carefully.
-Understands deadlines, urgency, and accuracy.
-Enjoys supporting a busy real estate professional behind the scenes.

This Role Is Not:
-A sales role.
-A flexible schedule role.
-A casual virtual assistant role.
-A role for someone who dislikes detailed process work.
-A role for someone without U.S. real estate transaction experience.

What We Offer
-100% remote work.
-Performance-based bonuses tied to accuracy, consistency, ownership, and reliability.
-Paid time off eligibility for long-term team members.
-Growth opportunity within a values-first real estate business.
-Meaningful, relationship-centered work serving buyers and sellers through major life transitions.

How to Apply
-We have created a detailed application process to help us find the right long-term fit.
-Please apply only through this application form and follow the instructions exactly:
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-The form includes the required steps for résumé upload, intro video, real estate experience questions, and availability confirmation.
-Incomplete applications will not be reviewed.
-Shortlisted applicants will be invited to the next step of the process.