part-time transaction CoordinatorScale Virtually

The Transaction Coordinator plays a central role in supporting real estate operations while providing executive-level administrative assistance. The purpose of this role is twofold: ensuring smooth, compliant and timely management of transactions while reducing administrative burden for Genevieve so she can focus on client relationships and business growth.This position acts as the backbone of daily operations. It safeguards deadlines, maintains compliance, ensures professional communication with clients and partners. By handling contracts, disclosures, scheduling, marketing support, inbox and calendar management the role directly impacts both operational efficiency and client satisfaction, ensuring that no inspection, appraisal or closing date is missed.RequirementsClient's Requirement:- The client needs an experienced Transaction Coordinator VA with a solid background in U.S. real estate to manage contracts, disclosures, scheduling, compliance, ensuring every transaction is accurate and on time.- The client needs someone who can professionally interact with clients, partners and internal stakeholders on behalf of the brokerage.Some duties/responsibilities (will be trained):Calendar & Inbox Management
Send daily agenda emails with meetings, notes and preparation tasks
Triage the inbox: flag priorities, draft replies and file documents
Maintain an accurate calendar with clean scheduling and timely responses
Listings & Market Analysis Support
Prepare MLS listings with accurate details and manage updates as needed
Coordinate with photographers, stagers and other listing partners
Prepare listing marketing materials
Transaction Coordination & Compliance
Manage contracts, addenda and disclosures with e-signature platforms
Track inspection, appraisal, mortgage, title and closing deadlines to ensure compliance
Maintain organized contract folders for easy access, auditing and record-keeping
Support compliance processes through platforms such as Brokermint when required
Marketing & Social Media Support
Research local topics for real estate marketing, draft captions, hooks and scripts
Build and maintain a reusable library of content ideas for approval
Support social media activity across Facebook, Instagram and TikTok
Assist with email campaigns and batch email blasts through Follow-Up Boss
Reporting, Data Hygiene & Continuous Improvement
Generate weekly pipeline reports with deadlines, deal status and next steps
Maintain CRM hygiene by updating contacts, removing duplicates and segmenting lists
Communication
Strong written communication to draft client-facing and internal emails
Professional phone and email etiquette to represent the team effectively
Real Estate Operations
Familiarity with transaction timelines including inspections, appraisals and closings
Understanding of MLS listing requirements and compliance standards
Organization & Time Management
Ability to prioritize tasks across multiple contracts and deadlines (average 10+ open contracts)
Consistency in maintaining accurate records and schedules
Administrative & Technical Skills
Skilled in managing executive calendars and inboxes with efficiency
Ability to compile structured reports for decision-making
Familiarity with database management and CRM reporting functions
Tools to be used:
Google Suite (Gmail, Calendar, Drive, Docs, Sheets, Slides, Forms, Tasks)
Office 365
LastPass
WhatsApp
Follow-Up Boss CRM
Brokermint
E-Signature platforms (Authentisign / ZipForms)
Uniqode - QR code management
Canva
Content & Social Media Tools (Facebook, Instagram, TikTok scheduling and posts)
LinkTree
Wix - Website Management
Benefits
Competitive Salary
Long-Term role with a very warm and good communicator client, you'll get to work with a lovely female client who's an experienced real estate professional with over 15 years of experience
We'll offer HMO (Philcare)
PTOs
Lots of areas & opportunities for growth
Scale Virtually

Philippines
Permanent
Part-time