Real Estate Transaction Coordinator & Team Administrative Assistant - LONG TERM HIRE (CAREER)

Homeology Real Estate is hiring an experienced Transaction Coordinator & Team Administrative Assistant.

We are a real estate team serving the Greater Sacramento area in California. We are looking for someone organized, proactive, and dependable who can help coordinate our transactions and keep our daily team operations running smoothly.

This is a full time remote opportunity for someone interested in becoming a valued, long term member of our team and is looking for a career.

POSITION DETAILS

• Full time: 40 hours per week.
• Schedule: Monday through Friday. Hours of the day can be discussed.
• This may requires overnight availability in the Philippines and follows California daylight saving time changes.
• Compensation: $8–$10 USD per hour, depending on relevant experience and qualifications.
• Work directly with our team leader, agents, and support staff.

TRANSACTION COORDINATION

You will coordinate the administrative side of buyer and seller transactions under the direction of our agents and brokerage.

Responsibilities include:

• Open transaction files, maintain checklists, and track important dates from accepted contract through closing.
• Monitor inspection, appraisal, financing, contingency, and closing deadlines. Send reminders and promptly flag approaching deadlines or delays.
• Coordinate inspection scheduling and follow up on reports and outstanding items.
• Communicate professionally with agents, clients, escrow, title, lenders, inspectors, and other transaction participants.
• Organize documents, check for missing signatures or information, and follow up on outstanding paperwork.
• Enter and maintain transaction files in SkySlope and keep SISU records and transaction updates current.
• Prepare and route agent-approved paperwork through our team DocuSign account.
• Assist with listing paperwork, disclosures, and agent-directed modifications such as price reductions. MLS entry is outside this role.
• Follow brokerage submission procedures and resolve administrative file deficiencies.
• Use a dedicated team email account, team signature, and Slack for consistent communication.

Agents and the team leader handle negotiations, contract interpretation, client advice, and transaction decisions.

TEAM ADMINISTRATION

You will also help manage recurring administrative tasks, including:

• Maintain accurate records in Follow Up Boss and SISU, including keeping our client records up to date as transactions close.
• Prepare recurring activity reports, lead audits, and accountability updates.
• Coordinate agent onboarding and offboarding checklists, paperwork, and administrative follow-up.
• Prepare team announcements, meeting reminders, calendar updates, and event communications.
• Create and update Canva materials, open house flyers, social media content, and email newsletters using team templates and approval procedures.
• Organize client appreciation campaigns, gift lists, birthdays, home anniversaries, and mailing information.
• Coordinate materials and instructions with local team members who handle physical preparation and delivery.
• Maintain recruiting lists, shared files, task checklists, and written procedures.
• Follow through on recurring assignments and suggest practical improvements to our processes.

Transaction deadlines and urgent client needs take priority. We will establish a clear schedule for recurring administrative responsibilities.

WHAT WE ARE LOOKING FOR

• Previous hands on experience coordinating California residential real estate transactions
• Familiarity with California real estate forms, disclosures, transaction timelines, and brokerage file requirements.
• Experience supporting multiple agents and managing several active files.
• Good written and spoken English, including confidence communicating by phone, email, and Zoom.
• Strong attention to detail and consistent follow through.
• Ability to prioritize assignments, identify missing information, and raise questions before an issue becomes urgent.
• Comfort learning new technology and following established systems.
• Professional handling of confidential client and business information.
• Reliable computer, dependable internet, a quiet workspace, and a practical backup plan for connectivity or power interruptions.

Experience with SkySlope and DocuSign is especially valuable. Familiarity with Follow Up Boss, SISU, Slack, Canva, and Mailchimp is a plus.

This role is NOT for someone just getting into it. This is for someone who has worked as a transaction coordinator here in California previously. We will provide training on Homeology’s systems and procedures for the ADMIN side of things.

HOW TO APPLY

Please use “Homeology Rockstar" as your application subject and include:

1. Your résumé and a brief introduction explaining why this position interests you.
2. How many years of actual California transaction coordination experience you have, including buyer and seller files and your typical number of active transactions that you handled?
3. The responsibilities you personally handled in your previous TC and administrative roles.
4. The software platforms you have used or are familiar with
5. Your requested hourly rate, earliest available start date, and confirmation that you can work 40 hours per week.
6. A brief answer to this question: An inspection deadline is tomorrow, the report has not arrived, and the agent is reaching out to you. What would you do?

Please have professional references available for the interview stage.