Real Estate VA Admin (Transaction Coordinator/Listing Coordinator) (2)

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Listing Coordinator / Transaction Coordinator Application
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We’re hiring a highly organized, systems-minded Real Estate Transaction Coordinator.
This role is for someone who lives in the details, obsesses over contract deadlines, and can manage a complex transaction pipeline without a single ball being dropped. You aren't just "checking boxes"—you proactively identifies gaps in the contract-to-close process, automates repetitive tasks, and ensures our clients and partners experience a seamless, "magic ---------- nt" closing every single time.

IMPORTANT: Please read the entire job listing carefully.
The final step of the hiring process will require the candidate to provide at least 1 former employer/team lead reference and at least 1 character reference.
These will be verified prior to extending an offer.

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ABOUT THE TEAM
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Want to work in a rewarding, fast-paced, start-up atmosphere?
Looking for significant growth and performance bonus opportunities?
Have a growth mindset, value relationships, and are dedicated to getting results?
Then we might be a fit!

Why should you partner with us? WE ARE NOT YOUR ORDINARY CLIENT! ----------

What is it like to work with us? HEAR FROM OUR TEAM! ----------



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Our Core Values:
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DELIGHT THE CLIENT:
We consistently exceed expectations by anticipating needs, delivering outstanding service, and creating those “magic ---------- nts” where every client feels seen and heard.

MASTER YOUR CRAFT:
We commit to continuous learning, share our expertise openly, and tackle every challenge with precision and a deep sense of duty.

FOLLOW THROUGH, ALWAYS:
When we say something will happen, it does—every time. We own every task, ensuring that nothing falls through the cracks, and when mistakes occur, we learn and improve immediately.
We are building an exceptional place to work with strong systems and high standards, not just managing tasks for a real estate business.

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ABOUT YOU
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Do you think in priorities, timelines, and dependencies?
Do you enjoy turning a ratified purchase contract or listing agreements into a structured project plan with clear deadlines? Are you the type of person who catches a missing signature or a math error on a Closing Disclosure (CD) before anyone else sees it?
Do you take pride in building clean systems, documenting SOPs, and keeping a team aligned without needing constant supervision?
Do you love to communicate quickly and help keep the project on track?
If you are a high-level operator who wants to own the "engine room" of a high-volume real estate team, keep reading.



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RESPONSIBILITIES
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Transaction & Listing Management
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Contract-to-Close Ownership:
Manage every aspect of buyer and seller transactions from signed purchase agreement to closing using Skyslope and GoHighLevel.

Strategic Preparation:
Execute comprehensive pre-listing and pre-offer checklists to ensure every property and offer is positioned for success.

Technical Research Briefs:
Develop detailed research briefs including property mechanicals and a verified timeline of large home system replacement dates

Market Intelligence:
Prepare listing agent comps and pricing directives to support senior brokers in high-level strategic positioning.

Offer Packet Coordination:
Prepare an offer packet draft with precise signature blocks and routing, and submit to the broker for review.

Compliance & Auditing:
Submit all required documentation to the office broker; ensure 100% file compliance at direction of the responsible broker by monitoring for no missing disclosures.

Closing Logistics:
Coordinate with Attorneys, Lenders, Title officers and brokers; collect CD/ALTA statements for broker accuracy review against the commission agreement.



Project & Operations Management
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Email & Communication Prep:
Draft email prep templates for senior brokers to streamline high-level communication with clients and high-stakes partners

System Building:
Spot inefficiencies in the workflow and design/implement improvements or automations to reduce manual effort.

SOP Documentation:
Document workflows and create step-by-step guides so the process is repeatable and scalable.

KPI Reporting:
Maintain and update the "Deal Tracker" G-Sheet and GHL Opportunity values to ensure leadership has accurate data at all times.

The "Connective Tissue": Act as the bridge between leadership, agents, and clients to ensure no ball is ever dropped.



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REQUIREMENTS
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Experience & Capability
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Must have extensive experience in real estate transaction coordination, transaction management, or as a high-level operations associat

Preferred BPO Experience:
Previous background in BPO Customer Service is highly preferred.

Project Management Experience:
Comfortable managing 20+ active files simultaneously with varying deadlines.

Automation Mindset:
Experience automating workflows (or a deep understanding of how to design them) is highly preferred.

Technical Proficiency:
Working knowledge of Skyslope and GoHighLevel (GHL) is strongly preferred but not required.
Fluent in AI tools (Gemini/Claude/OpenClaw) to improve output speed.


Work Style & Standards
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Extremely Detail-Oriented:
You find the needle in the haystack every time.

Near-Native English:
Exceptional written and spoken communication skills.

Proactive Ownership:
You don’t wait to be told something is broken; you anticipate it and fix it before it breaks.

Speed & Urgency:
You move with a sense of purpose and meet every deadline, no excuses


Technical Requirements
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A STABLE, HIGH-SPEED INTERNET CONNECTION is required (at least 150mbps).

Must be available to respond to messages within a 12-hour daily window
(standard core hours 8:00 AM – 5:00 PM EST).

Must be flexible to work 2–4 hours on weekends as needed for urgent business requirements



APPLICATION & RECRUITMENT PROCESS
STEP 1: Application
Please submit your application ----------
To ensure you have read through the requirements, please write the phrase "green kangaroo" in the Additional Comments field of the application.

STEP 2: Initial Interview

If your application indicates you might be a great fit, you will be invited to participate in a quick, 10- to 15-minute initial screening interview.

STEP 3: Case Interview

Candidates who pass the initial screening will be invited to a 1-hour case interview. A case interview is an interactive session where we present you with a real-world scenario or business challenge relevant to the role. Rather than just talking about your past experience, this allows us to see your problem-solving process, technical logic, and how you tackle practical situations in real-time.

STEP 4: Reference Check

This is the final step before an official offer is extended. The final candidate(s) must provide one former employer/lead reference and one character reference.

STEP 5: The 90-Day Trial Period

If an offer is made and accepted, your employment will begin with a 90-day PAID trial period. This period is dedicated to ensuring a strong mutual fit—both for the responsibilities of the role and alignment with our core values.

During these 90 days, we will provide you with all the necessary training, onboarding, and support you need to succeed and thrive on our team.
You will be expected to master the Skyslope/GHL workflow, meet all transaction deadlines, and begin documenting/improving our internal systems. A successful trial results in a permanent invitation to the team.