Real Estate Transaction Coordinator/Marketing

VA Transaction Coordinator + Marketing Assistant (Remote)

Type: Contract (VA), full-time preferred
Location: Remote (must be available during U.S. Pacific Time business hours)
Compensation: DOE (Depending on Experience)

About the Role

We’re hiring a detail-obsessed Virtual Assistant to support our real estate team as a Transaction Coordinator + Marketing Assistant. You’ll manage files from signed contract to close, keep the CRM and pipeline clean, and run consistent follow-up and newsletter campaigns that create raving-fan clients.

Key Responsibilities

Transaction Coordination

Open and manage files from mutual acceptance to close (checklists, timelines, contingencies, compliance).

Communicate with clients, agents, lenders, escrow/title, inspectors, and vendors.

Prepare, collect, and track signatures and disclosures; ensure error-free documents.

Maintain organized digital files and status updates; anticipate next steps and deadlines.

Audit and submit complete files in BrokerMint (or similar back-office software).

CRM & Sales Support

Own CRM hygiene: create/assign tasks, update stages, notes, and tags.

Build and schedule follow-up sequences for leads, SOI, and past clients.

Pull weekly pipeline reports and flag at-risk deals or stalled opportunities.

Marketing & Follow-Up

Build and send monthly newsletters; track deliverability and engagement.

Create simple property/brand assets (flyers, IG/FB posts, Just Listed/Sold, open house).

Schedule social posts and email drips; repurpose content into bite-size follow-ups.

Maintain list segments (buyers, sellers, VIPs, vendors, sphere), and run nurture touchpoints.

Must-Have Experience

2+ years in a real estate TC or operations role (U.S. market preferred).

Strong knowledge of residential purchase agreements, addenda, timelines, and disclosures.

Hands-on experience with CRM management (stages, automations, tagging) and BrokerMint (or similar).

Proven track record sending newsletters and managing follow-up campaigns.

Excellent English (written and verbal), client-first communication, and proactive problem-solving.

Tech-savvy with Google Workspace (Docs/Sheets/Drive), e-signature platforms, and file management.

Nice-to-Have Tools

Experience with Moxi, kvCORE, Follow Up Boss, or similar CRM.

Mailchimp/Constant Contact, Canva, basic video tools, and social schedulers.

Familiarity with MLS inputs, property remarks, and listing coordination.

Success Looks Like

Zero missed deadlines; every file moves forward with clear next actions.

Clean CRM data, accurate stages, timely tasks, and weekly pipeline visibility.

Consistent monthly newsletter and ongoing follow-up that generates replies and reviews.

Work Hours & Setup

Availability Mon–Fri, Pacific Time business hours (some weekend checks during live escrows).

Reliable internet, quiet workspace, and backup power/data plan.

Ability to track work and report daily/weekly outcomes.

How to Apply


Email address:

Resume/CV (PDF)

A brief note describing your TC and CRM experience

Two examples (screenshots or PDFs) of a newsletter or follow-up you’ve built

Your DOE hourly rate and availability

(Optional) A 2–3 minute Loom introducing yourself