Real Estate Transaction Coordinator & Administrative Assistant

About Us:
J Street Properties Group is a fast-paced, client-focused real estate business specializing in transactions. We pride ourselves on delivering exceptional service, smooth closings, and a high level of professionalism in every deal. We are seeking a detail-oriented and organized Transaction Coordinator & Assistant to join our growing team.

Position Summary:

The Transaction Coordinator & Administrative Assistant will be responsible for managing the administrative side of real estate transactions from contract to close, ensuring all deadlines are met and compliance requirements are fulfilled. This role will also provide administrative and operational support to the lead agent(s), helping the business run efficiently.

Key Responsibilities:

1) This is critical: Maintain accurate and organized transaction records in CRM and document management systems. You will need to be an expert or advanced user with Follow Up Boss CRM. THIS IS A MUST.

- You will be responsible for maintaining the CRM database everyday and following up with leads. The key to this will be taking ownership of this process and updating management each day and week with those leads that are ready to buy or sell.

- Creative and critical thinking skills when responding to leads and clients is critical.

2) Transaction Coordination

-Manage all contract-to-close activities, ensuring files are complete and compliant with brokerage/state requirements.

-Track all deadlines (contingencies, inspections, loan approval, closing) and communicate updates to all parties.

-Coordinate with escrow/title companies, lenders, inspectors, and clients to ensure a smooth closing process.

-Administrative Support

-Handle email correspondence, scheduling, and follow-up tasks for lead agent(s).

-Prepare and format marketing materials, property flyers, and listing presentations.

-Assist with MLS data entry and listing updates.

-Maintain and update contact databases, mailing lists, and CRM records.

-Client Communication

-Provide proactive status updates and handle routine client inquiries.

Qualifications:

-As mentioned above, advanced to expert user with Follow Up Boss CRM is REQUIRED.

-Prior experience in real estate transaction coordination, real estate administration, or escrow/title preferred.

-Knowledge of real estate contracts, timelines, and documentation requirements.

-Strong organizational skills and the ability to manage multiple transactions simultaneously.

-Excellent written and verbal communication skills.

-Proficiency in Microsoft Office Suite, Google Workspace, and real estate CRM platforms (e.g., Dotloop, Skyslope, Follow Up Boss).

-California (or applicable state) real estate license preferred but not required.

Key Competencies:

-Highly detail-oriented with strong follow-through.

-Ability to work independently with minimal supervision.

-Strong problem-solving skills and adaptability in a fast-paced environment.

-Client-focused mindset with exceptional customer service skills.

Compensation & Benefits:

-Competitive hourly rate or salary based on experience.

-Performance-based bonuses for closed transactions.

How to Apply:

Please send your resume and a brief cover letter outlining your relevant experience to ---------- “Transaction Coordinator Application – [Your Name]” in the subject line.