Real Estate Transaction Coordinator – Virtual Assistant

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TYPE OF WORK

Full Time

SALARY

N/A

HOURS PER WEEK

TBD

DATE UPDATED

Sep 18, 2026

JOB OVERVIEW

Company: Raintown Realty
Position: Full-Time Virtual Assistant – Transaction Coordinator
Schedule: Monday–Friday, 8:30 AM–5:30 PM Pacific Time
Compensation: $5–$8 USD per hour, depending on experience, plus performance bonuses

About the Position

Raintown Realty is looking for a dependable, organized, and detail-oriented Real Estate Transaction Coordinator Virtual Assistant to help manage our real estate transactions from contract to closing.

This is a full-time position for someone who is comfortable working in a fast-paced real estate environment, managing multiple deadlines, communicating with agents and vendors, and making sure every transaction stays organized and on schedule.

We are looking for someone who takes ownership of their work, follows through, communicates clearly, and pays close attention to details.

Primary Responsibilities

As our Transaction Coordinator, you will help manage transactions from the time a property goes under contract through closing.

Responsibilities may include:

Open new transaction files once a property goes under contract
Review contracts and transaction documents for completeness
Enter important dates, deadlines, and transaction information into our systems
Track inspection, financing, appraisal, title, escrow, and closing deadlines
Maintain accurate transaction checklists
Communicate with agents regarding missing documents or upcoming deadlines
Coordinate with escrow, title companies, lenders, inspectors, and other transaction parties
Send documents and reminders as needed
Upload and organize transaction documents
Maintain accurate digital transaction files
Assist with compliance paperwork
Track signatures and required documentation
Help prepare files for closing
Confirm important milestones throughout the transaction
Follow up consistently until required items are completed
Help agents stay organized and informed throughout the transaction
Assist with post-closing file organization when necessary
Qualifications

We are looking for someone who is:

Highly organized
Extremely detail-oriented
Dependable and punctual
Comfortable managing multiple transactions at the same time
Able to follow systems, checklists, and procedures
Excellent at follow-up
Comfortable communicating by phone, email, and messaging
Able to work independently
Able to recognize when something is missing or a deadline may be at risk
Comfortable asking questions when something is unclear
English Requirements

Excellent English communication skills are required.

You should have:

Strong written English
Clear spoken English
Professional email communication
Good grammar and spelling
The ability to communicate comfortably with U.S.-based real estate agents and service providers
Preferred Experience

Previous experience in U.S. real estate is strongly preferred.

Experience with any of the following is especially helpful:

Real estate transaction coordination
Washington State real estate transactions
Real estate contracts
Escrow and title companies
Mortgage lenders
MLS systems
Dotloop
Skyslope
TransactionDesk
Follow Up Boss
Google Workspace
DocuSign
CRM systems
Real estate compliance

Applicants with direct Transaction Coordinator experience will receive priority consideration.

Schedule

This is a full-time position.

Monday through Friday
8:30 AM–5:30 PM Pacific Time

You must be available and ready to work during these hours consistently.

Reliable attendance and punctuality are very important.

Compensation

Pay will range from:

$5–$8 USD per hour

Starting pay will depend on:

Transaction coordination experience
U.S. real estate experience
Knowledge of contracts and deadlines
English communication ability
Software experience
Overall skill level

We also offer performance bonuses for exceptional work.

Employees who are dependable, accurate, proactive, and help our transactions run smoothly will have opportunities to earn additional bonuses.

What Success Looks Like

A successful Transaction Coordinator at Raintown Realty:

Rarely misses deadlines
Keeps files organized
Follows up without needing constant reminders
Communicates problems early
Helps agents stay focused on their clients instead of paperwork
Keeps escrow, lenders, agents, and other parties informed
Takes responsibility for making sure transaction tasks are completed
Is dependable every single day

We are looking for someone who does not simply wait to be told what to do.

We want someone who looks at a transaction and thinks:

“What needs to happen next, who needs to do it, and how do I make sure it gets done?”

How to Apply

Please include the following with your application:

A brief description of your previous work experience
Any experience you have as a Transaction Coordinator
Your experience working with U.S. real estate companies
The real estate software you have used
Your expected hourly rate
A short voice recording introducing yourself
A description of how you stay organized when managing multiple transactions
Your internet speed and computer setup

Please also answer this question:

If you notice an important transaction deadline is approaching and an agent has not provided the required document, what would you do?

We are looking for someone who wants a stable, long-term position and the opportunity to grow with Raintown Realty.

SKILL REQUIREMENT
Attention to Detail English Proficiency Teamwork
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