Real Estate Transaction Coordinator Virtual Assistant

Job description

About this role

The primary responsibility is ensuring transaction documents, disclosures, signatures, and files are prepared and maintained accurately. The client has an established checklist and uses SkySlope to track required documents throughout each transaction. The ideal candidate has direct U.S. real estate transaction coordination experience and is already familiar with common real estate terminology, transaction documents, disclosures, and electronic signature workflows. California experience is preferred but not required.

Responsibilities

• Prepare seller disclosures and other required transaction documents
• Prepare buyer representation and related paperwork
• Send documents for electronic signature and follow up on outstanding signatures
• Review documents for completeness and proper execution
• Ensure signatures, initials, and required information are in the correct locations
• Upload completed documents into the appropriate transaction files
• Assist with basic MLS-related administrative tasks as needed
• Maintain transaction files and required documentation within SkySlope
• Follow established transaction checklists
• Monitor missing or outstanding forms
• Upload completed documentation into the appropriate locations
• Keep files organized and current throughout the transaction
• Flag missing information or documentation for internal review
• Communicate with clients and transaction parties primarily through email
• Draft clear, professional emails with proper grammar
• Follow up regarding documents and signatures as directed
• Maintain organized records and transaction correspondence
• Assist with additional real estate administrative tasks as needed
• Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

Qualifications and requirements

• Previous U.S. real estate transaction coordination experience required
• Experience with real estate disclosures and transaction paperwork required
• SkySlope experience strongly preferred
• DocuSign or similar e-signature experience required
• California real estate transaction experience is a plus
• MLS experience preferred
• Excellent written English communication required
• Strong attention to detail and document accuracy required
• General real estate administrative or executive assistant experience is a plus
• Previous hands-on U.S. real estate transaction coordination experience
• Extremely detail-oriented and accurate
• Strong understanding of real estate forms and terminology
• Excellent written English and grammar
• Comfortable reviewing paperwork for missing signatures or information
• Organized and consistent with transaction checklists
• Able to learn California-specific forms and processes quickly
• Dependable with strong follow-through