Real Estate Executive VA / High-Volume Transaction Coordinator

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: TYPE OF WORK

Full Time

: SALARY

$5.00 per hour

: HOURS PER WEEK

40

: DATE UPDATED

Sep 17, 2026

JOB OVERVIEW

About the Role

We are looking for a highly organized, proactive, and experienced Real Estate Virtual Assistant / Transaction Coordinator to support a busy U.S. real estate team with multiple agents.

Transaction coordination is the primary responsibility of this position.

This is a HIGH-VOLUME role. You must be capable of successfully managing a pipeline of approximately 40–50 active transaction files at one time across multiple real estate agents.

This is NOT an entry-level VA or basic administrative position. Ohio Real estate experience is a plus.

You will be responsible for keeping transactions organized from executed contract through closing, monitoring deadlines, maintaining documentation, communicating with multiple parties, and making sure nothing falls through the cracks.

We need someone who can OWN the transaction coordination process rather than wait for an agent to tell them what needs to happen next.

Transaction Coordination Responsibilities
Open and organize transaction files immediately after properties go under contract.
Create and maintain complete contract-to-close timelines.
Review contracts and files for required documents, signatures, dates, and missing information.
Track inspections, repair negotiations, appraisal, financing, title work, contingencies, closing, and possession.
Maintain detailed transaction checklists.
Monitor all contractual deadlines.
Send agents reminders regarding upcoming deadlines and outstanding requirements.
Follow up proactively on missing signatures, forms, documents, and information.
Coordinate routine communication with agents, lenders, title companies, inspectors, vendors, clients, and other parties.
Keep agents informed about their transaction status.
Maintain clear notes and documentation on every file.
Ensure transaction files remain organized and complete throughout the process.
Complete final file reviews before and after closing.
Escalate problems or unusual situations before they become emergencies.
MLS & Listing Coordination
Dotloop Management
Executive Calendar & Email Management

SKILL REQUIREMENT

Transaction Coordinating Calendar Management Email Management

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Real Estate Executive VA / High-Volume Transaction Coordinator

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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