Transaction Coordinator / Administrative Assistant - land investing

BT LAND GROUP
Job Description

Position: Transaction Coordinator / Administrative Assistant
Reports To: Owner
Location: Remote (Virtual Assistant)
Schedule: Part-Time to Start (20–30 hrs/wk), Full-Time Potential
Probationary Period: 60 Days

About BT Land Group

BT Land Group is a real estate investment company specializing in the acquisition and resale of vacant land across most U.S. mainland states. We source off-market deals through data-driven outreach, purchase at a discount, take title, and list on the MLS for resale. As our deal volume grows, we need a detail-oriented, proactive person to keep the back end of our operation running flawlessly—from signed purchase agreement to closed deal, and all the administrative work that keeps the machine moving in between.

Role Overview

The Transaction Coordinator / Admin is the backbone of BT Land Group's operations. Once our Acquisitions Manager gets a purchase agreement signed, you take the deal from there—coordinating with title companies, managing escrow timelines, tracking documents, and ensuring every deal crosses the closing table on schedule. On the administrative side, you'll also be responsible for pulling county data and running skip traces to feed our marketing pipeline, maintaining CRM hygiene, and supporting the team with day-to-day operational tasks. This hybrid role requires someone who is extremely organized, detail-obsessed, and comfortable managing multiple priorities across different stages of the business at once.

Key Responsibilities

Transaction Coordination (Post-Contract to Close)

- Manage the full closing process from signed purchase agreement through to successful closing: coordinate with title companies, real estate attorneys, and escrow agents across multiple states.
- Order title searches, review title commitments, and proactively flag any issues (liens, encumbrances, boundary disputes, back taxes) for resolution before they delay closing.
- Prepare, send, track, and organize all closing documents—purchase agreements, addendums, assignments, deeds, settlement statements, and any required disclosures.
- Serve as the primary point of contact for sellers during the closing process: keep them informed on timeline, answer questions, and resolve concerns promptly and professionally.
- Maintain and monitor closing timelines and critical deadlines for every active deal—ensure nothing slips through the cracks.
- Coordinate wire transfers and funding logistics with title/escrow and confirm successful recording and closing of each transaction.
- Maintain a real-time closing tracker in Stride CRM with current status, next steps, and any blockers for every deal in the pipeline.

Data, Skip Tracing, and Administrative Support

- Pull county data lists and property records from relevant sources to feed the SMS marketing and cold calling campaigns.
- Run skip tracing on property owner lists to obtain current, accurate phone numbers, email addresses, and mailing addresses.
- Clean, deduplicate, organize, and upload data lists into Smarter Contacts and Stride CRM for the marketing and calling teams.
- Maintain CRM data integrity: update deal statuses, clean up duplicate or outdated records, and ensure information flows accurately across the pipeline.
- Handle general administrative tasks including email management, document organization, scheduling, and file management in Google Drive.
- Support the team with ad-hoc operational needs as the business scales—this role will evolve as we grow.

Requirements

- Prior experience as a transaction coordinator, real estate administrative assistant, or virtual assistant in a real estate environment (required).
- Exceptional organizational skills and meticulous attention to detail—you catch errors before they become problems.
- Comfortable managing multiple active transactions and administrative workstreams simultaneously without losing track of deadlines.
- Strong written communication skills for professional correspondence with title companies, escrow agents, attorneys, sellers, and team members.
- Experience with data entry, list management, and skip tracing workflows (or demonstrated ability to learn quickly).
- Self-motivated and proactive—you anticipate what needs to happen next rather than waiting to be told.
- Reliable internet connection and availability during U.S. business hours for coordination with title companies, escrow, and sellers.

Preferred Qualifications

- Experience with land transactions specifically—understanding of deeds, title nuances, and rural property closings (not just residential houses).
- Familiarity with CRM systems (Stride, Podio, REsimpli, or similar) and deal pipeline management.
- Experience with skip tracing platforms and county-level property data sources.
- Familiarity with Land ID, Land Portal, or similar property research and due diligence tools.
- Prior experience coordinating with title companies and escrow agents across multiple states simultaneously.

Compensation & Benefits

- Competitive hourly compensation based on experience and skill level.
- Performance-based bonus potential tied to deals successfully closed on time, data quality and throughput, and overall operational efficiency.
- Starts part-time (20–30 hours/week) with a 60-day probationary period. Strong performers will have the opportunity to transition to full-time (40 hours/week).
- Training on BT Land Group's closing process, data workflows, CRM systems, and land investing fundamentals.
- Clear path for pay growth and expanded responsibilities as deal volume increases and the operation scales.

How to Apply

Interested candidates should submit their resume along with a brief message covering the following:

- Your relevant experience in transaction coordination, real estate admin, or virtual assistant work.
- Your experience with data management, skip tracing, or list building (if applicable).
- A recording of yourself on a call. If you don't have an existing recording, please send a short clip of yourself introducing yourself as if you were speaking to a potential seller for the first time.
- Your availability (hours per week and time zone).
- Your favorite food.

BT Land Group is an Equal Opportunity Employer.