Executive Assistant / Real Estate Transaction Coordinator & Disposition Manager

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TYPE OF WORK

Full Time

SALARY

$2 - $12 per hour

HOURS PER WEEK

40

DATE UPDATED

Oct 10, 2026

JOB OVERVIEW

Summary
We are seeking a highly organized, proactive Executive Assistant with real estate experience to support our growing acquisitions and dispositions operation. This role is ideal for someone who understands the fast-paced nature of real estate transactions, can confidently communicate with leads and clients, and is comfortable managing multiple moving parts from contract to close.

You will play a key role in keeping our transactions organized, following up with inbound leads, preparing and sending documents, and marketing properties to buyers and investors.

This position will have a base salary but will also include commissions for each transaction and leads converted to closed deals. With current sales, commissions could range from $15,000 - $30,000 ( not including base salary ) - with an option go to a commissions only role which could lead to 2x above base pay salary with commission.

We have been in business for over 7 years and currently have a few people on our team - including one VA that has been working here for over 4 years.

Key Responsibilities:

Transaction Coordination
- Coordinate residential real estate purchase and sale transactions from contract through closing.
- Track deadlines, contingencies, inspections, title/escrow updates, closing dates, and required documents.
- Communicate with buyers, sellers, agents, title companies, attorneys, lenders, contractors, and other relevant parties.
- Maintain accurate transaction records, checklists, and file organization.
- Proactively follow up to ensure each transaction stays on schedule.

Dispositions Management
- Prepare and publish property listings across platforms such as:
1) MLS
2) InvestorLift
3) Facebook Marketplace and investor groups
4) Additional online listing and buyer-marketing channels
- Create and manage listing details, property descriptions, photos, pricing information, and investor communications.
- Maintain and organize buyer lists.
- Coordinate showing schedules, buyer inquiries, offers, and follow-up communication.
- Assist with preparing assignment agreements ,novation agreements, purchase agreements, and other disposition-related documents.

Inbound/Outbound Lead Management
- Answer and respond promptly and professionally to inbound phone calls, texts, and emails from prospective sellers, buyers, and other contacts.
- Gather lead information, document conversations, and update records in the CRM.
- Manage mass text message campaigns
- Follow up with leads according to established procedures and help ensure no opportunity falls through the cracks.
- Escalate qualified or urgent leads to the appropriate team member.

Administrative & Document Support
- Prepare documents, forms, contracts, and correspondence as directed.
- Send documents for electronic signature through DocuSign.
- Maintain organized digital files in Google Drive and other company systems.
- Build and maintain Excel spreadsheets, reports, trackers, and transaction pipelines.
- Assist with general executive-assistant tasks, including calendar coordination, task tracking, follow-ups, and operational support.

Tools We Currently Use ( Experience with the following is preferred )
- Follow Up Boss
- Microsoft Excel
- Google Drive / Google Workspace
- PropStream
- BatchLeads
- DocuSign
- MLS systems
- InvestorLift
- Facebook Marketplace / Facebook Groups
- PDF filler

Qualifications
- Previous experience as a real estate executive assistant, transaction coordinator, disposition manager, acquisitions assistant, or similar role.
- Strong understanding of real estate purchase and sale transactions.
- Experience working with investor, wholesale, residential, or off-market real estate deals is highly preferred.
- Excellent written and verbal English communication skills.
- Comfortable answering inbound calls and communicating professionally with leads, buyers, sellers, agents, and title companies.
- Extremely organized, detail-oriented, reliable, and able to manage deadlines without constant supervision.
- Strong computer skills and comfort learning new software quickly.
- Ability to work independently, prioritize tasks, and provide regular updates.

What We Are Looking For
We are looking for someone who takes ownership, stays ahead of deadlines, follows through consistently, and brings order to a busy real estate operation. You should be comfortable handling sensitive documents, communicating with multiple parties, and moving quickly when opportunities arise.

Please include the following in your application:
- A brief summary of your real estate experience.
- Your experience with transaction coordination and/or dispositions.
- Which of the tools listed above you have used.
- Your availability and time zone.
- A few examples of how you stay organized while managing multiple transactions or deadlines
- A brief video telling me about yourself and what makes you a good fit for this role

SKILL REQUIREMENT
Acquisition Disposition Real Estate Transaction Coordinating
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