Senior Real Estate Executive Admin & Transaction Coordinator (Washington State | Luxury Solo Agent)

We are a high-producing luxury real estate business based in Washington State, focused on the Eastside market, looking for a highly experienced Senior Executive Admin & Transaction Coordinator.

This is a senior-level role for someone who can bring organization, structure, and calm execution to a fast-moving real estate business. The lead agent is direct, highly detailed, systematic, and expects a very high standard of follow-through. We are looking for someone who can keep up, communicate clearly, and execute with precision.

This role is approximately 60% executive assistance, 20% transaction coordination, and 20% operations and systems support. You will help manage day-to-day priorities, client and vendor communication, transaction details, scheduling, workflows, and internal systems.

We need someone who sees what needs to happen before being told, communicates proactively, and brings solutions when issues come up. You do not need to be in the spotlight, but you should be the person who helps the whole operation run smoothly behind the scenes.

What you’ll be doing:

• Managing email, calendar, scheduling, reminders, and daily administrative tasks
• Keeping the lead agent organized and informed of key priorities
• Coordinating appointments, meetings, property tours, vendors, and client-facing logistics
• Communicating professionally with clients, vendors, agents, escrow, lenders, and service providers
• Supporting transactions from contract to close with strong attention to deadlines and details
• Tracking contingencies, documents, timelines, and transaction milestones
• Coordinating listing vendors such as photographers, cleaners, stagers, contractors, and repair vendors
• Building and maintaining workflows, SOPs, and internal processes
• Helping create a living operations manual for recurring tasks and standards
• Improving systems around transactions, client communication, database management, and back-office operations
• Using task management tools to track projects, deadlines, and follow-up items
• Flagging issues early and bringing clear solutions, not just problems
• Supporting light bookkeeping, commission tracking, budget tracking, or vendor payment coordination if needed

Who we are looking for:

• 5+ years of real estate admin, executive assistant, transaction coordination, or operations experience preferred
• Strong transaction coordination experience required
• Washington State real estate experience strongly preferred
• Luxury real estate experience is a strong plus
• Excellent written and spoken English communication skills
• Comfortable speaking with clients and vendors by phone, email, and text
• Highly detail-oriented, organized, and process-driven
• Able to work with a direct, high-producing lead agent in a fast-paced environment
• Strong independent judgment and ability to solve problems without needing permission for every small decision
• High follow-through, with the ability to make sure tasks do not fall through the cracks
• Calm under pressure and able to handle urgent or unexpected issues professionally
• Experience with CRMs, Google Workspace, task management tools, and real estate transaction platforms preferred
• Experience building SOPs, workflows, operations manuals, or business systems preferred
• Basic bookkeeping, QuickBooks, or commission tracking experience is a plus

This is a full-time remote role. We are only considering candidates who do not have any other active jobs, freelance clients, or agency commitments. All assigned work must be completed by you directly and cannot be outsourced, delegated, or shared with another person.

Pay: $9 to $15/hour depending on experience and skill level
Schedule: Full-time
Location: Remote, supporting a Washington State luxury real estate business
Industry: Residential luxury real estate