Transaction Coordinator/Assistant

Our client, a successful and busy real estate team, is currently recruiting for a Transaction Coordinator/Assistant. This role is critical to the team's success, providing high-level administrative support and end-to-end transaction management to ensure all deals are processed accurately, efficiently, and on time. The ideal candidate will act as a key support partner to the lead agent, managing deals from executed purchase agreement through to closing while also handling calendar, email, client on-boarding, and operational tasks in a fast-paced real estate environment.

Key Responsibilities:

• Oversee all aspects of buyer and seller transactions from executed agreement to closing using standard checklists.
• Collect, review, and ensure all documents are accurate, complete, and filed on time.
• Perform detailed data entry into CRM systems (e.g., Follow Up Boss), MLS/Transaction Desk platforms (e.g., Pillar 9 / Matrix), spreadsheets, and Google Drive.
• Update transaction statuses in MLS/Matrix (Pending when deposit received, Sold when firm).
• Double-check pricing, amendments, possession dates, and contract details against all updates.
• Maintain client lists, daily team updates (conditional/firm deals, price changes, terminations, and agent sales totals).
• Schedule all critical dates and reminders in Google Calendar (deposit due, condition day, reminders, possession/closing).
• Send deposit instructions, home inspection notifications, and forward signed documents to lawyers.
• Create and update deals in the CRM with accurate buyer/seller information and folder links.
• Manage and coordinate the agent's calendar, confirming all appointments.
• Monitor the agent's email inbox, tag emails, and respond on their behalf when appropriate.
• Enter new clients into the CRM and send view-only Dropbox links to clients, agents, and potential buyers.
• Listing (Seller) Support:
  • Coordinate obtaining condominium documents once a deal is pending.
  • Review offers, send to sellers for signatures, submit in Transaction Desk, and forward to the Transaction Coordinator.
  • Prepare and obtain signatures on amendments, terminations, and related documents.
  • Handle walkthroughs, repairs, and key release on possession day.
• Buyer Support:
  • Set up property searches and schedule showings.
  • Write offers and prepare all required buyer forms for signatures.
  • Submit offers in Transaction Desk and forward to the Transaction Coordinator.
  • Coordinate deposits, home inspections, addendums/amendments, waivers, lawyer information, walkthroughs, repairs, possession gifts, and locksmith services.

Required Skills & Attributes

• Exceptional attention to detail and accuracy.
• Strong organizational, calendar management, and prioritization skills.
• Proficiency with Follow Up Boss (or similar CRM), Google Workspace (Calendar, Drive, Docs, Sheets), Matrix/Pillar 9, Transaction Desk, and Dropbox.
• Excellent written and verbal communication skills.
• Ability to work independently, handle confidential information, and manage multiple deadlines in a fast-paced setting.