REAL ESTATE ADMIN + TRANSACTION & LISTING COORDINATOR

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TYPE OF WORK

Part Time

SALARY

3.00

HOURS PER WEEK

30

DATE UPDATED

Sep 18, 2026

JOB OVERVIEW

The Megan Makes Moves Team is looking for a highly organized, proactive, detail-oriented Real Estate Admin to help manage the day-to-day backend operations of our real estate business.

This person will serve as a major part of our operations and will work hand-in-hand with our Social Media Manager to make sure our transactions, listings, CRM, marketing needs, and administrative tasks stay organized and up to date.

This is NOT a cold-calling position.

We need someone who can take ownership of tasks without needing constant reminders.

TRANSACTION COORDINATION

You will help manage transactions from binding contract through closing, including:

Create and organize transaction files
Upload contracts, amendments, disclosures, and other documents
Review files for missing signatures, initials, dates, and documents
Track Earnest Money deadlines
Track Due Diligence deadlines
Track Financing and Appraisal deadlines
Track Closing dates
Send under-contract/introduction emails
Communicate with lenders, closing attorneys, cooperating agents, vendors, and clients
Follow up on outstanding items
Maintain transaction checklists
Keep the agent updated on deadlines and potential issues
Prepare files for closing
Complete post-closing organization
LISTING COORDINATION & MLS INPUT

You will assist with listings from pre-listing through closing, including:

Input new listings into MLS
Enter property details accurately
Upload photos and documents
Double-check ALL MLS information before submitting
Process price changes
Process status changes
Process extensions, withdrawals, pending, and sold updates
Organize listing documents
Coordinate photography, signs, lockboxes, and vendors when needed
Maintain listing checklists
Make sure listings are ready to go live on schedule

Accuracy is extremely important. We need someone who will double-check their own work before submitting anything.

FOLLOW UP BOSS CRM MANAGEMENT

Experience with Follow Up Boss is strongly preferred.

Responsibilities will include:

Adding and updating contacts
Maintaining accurate client information
Updating lead stages
Adding notes after important interactions
Creating and assigning tasks
Monitoring overdue tasks
Organizing leads with tags and stages
Helping maintain Smart Lists
Identifying leads that need follow-up
Keeping client records clean and organized
Making sure important leads do not fall through the cracks
Helping maintain our database and past-client records

You should be comfortable learning how we specifically use Follow Up Boss and following our CRM procedures consistently.

WORKING WITH OUR SOCIAL MEDIA MANAGER

You will work directly with our Social Media Manager to keep marketing and operations connected.

You will be responsible for communicating important updates such as:

New listings
Coming Soon properties
Just Listed properties
Price reductions
Open houses
Under Contract properties
Pending properties
Sold/Closed properties
Client closings
New reviews/testimonials
Upcoming events
Properties that need additional marketing

You may also provide the Social Media Manager with:

Property photos
Listing information
MLS links
Property highlights
Open house information
Closing information
Client testimonials
Important dates and announcements

You are NOT expected to be the Social Media Manager.

Your responsibility is to make sure our Social Media Manager receives the correct information, photos, updates, and deadlines needed to market the business effectively.

GENERAL ADMINISTRATIVE SUPPORT

You may also assist with:


Email organization
Calendar management
Google Drive organization
Creating folders and maintaining files
Updating spreadsheets
Preparing basic emails
Preparing documents and packets
Maintaining checklists
Updating SOPs
Scheduling appointments/vendors
Maintaining team records
General administrative support for the business
WHO WE ARE LOOKING FOR

Previous U.S. Real Estate experience is strongly preferred.

Experience as a:

Transaction Coordinator
Listing Coordinator
Real Estate Virtual Assistant
Real Estate Administrative Assistant
Real Estate Operations Assistant

is highly preferred.

Experience with Follow Up Boss is a BIG PLUS.

Experience with MLS systems, DocuSign, Google Workspace, Canva, and other U.S. real estate technology is also preferred.

YOU MUST BE:
Extremely organized
Detail-oriented
Proactive
Dependable
Deadline-driven
Comfortable working independently
Able to manage multiple transactions and listings
Able to communicate professionally in written English
Comfortable communicating with multiple team members
Tech-savvy
Quick to learn new systems
Comfortable following SOPs and checklists
Willing to ask questions when something is unclear
Able to catch mistakes before they become problems

Most importantly, we need someone who takes ownership of their position.

We do not want to constantly ask, “Did this get done?”

We want someone who can look at the business, see what needs attention, and make sure it gets handled.

SCHEDULE

You must have availability during U.S. Eastern Time business hours.

Exact hours and compensation will be discussed based on experience.

We are looking for someone interested in a long-term position and growing with our business.

HOW TO APPLY

Please submit:

Your resume
Your previous U.S. real estate experience
Your experience with Follow Up Boss
Which MLS systems you have worked with
Which transaction management systems you have used
Your desired hourly rate
Your availability in U.S. Eastern Time
A 1–2 minute voice or video introduction

Subject Line: MEGAN MAKES MOVES ADMIN

Please also answer:

1. You receive a fully executed real estate contract today. What are the first 5 things you would do?

2. A new listing is going live tomorrow. What information would you make sure the Social Media Manager has?

3. You notice 25 leads in Follow Up Boss have overdue tasks. What would you do?

4. Tell us about a mistake you caught before it became a problem and how you handled it.

Applications that do not follow the instructions will not be considered.

ABOUT US

The Megan Makes Moves Team

“Your Move is Our Mission.”

We are a growing Georgia real estate business focused on providing excellent service to our buyers, sellers, and community. We are looking for someone who wants to become an important part of our operation and grow with us long-term.

SKILL REQUIREMENT
Administrative Management Transaction Coordinating Administrative Support
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