Transaction Coordinator Virtual Assistant

Transaction Admin Tasks:

Input signed contracts into Salesforce, Dotloop, and email the team once intake complete.
Draft and process essential real estate documents, send for signatures, and monitor return of signed documents
Manage and organize all documents related to transactions, request signatures as needed
Send scheduled reports to Kristy
Pull relevant data from Salesforce and summarize in an easily digestible format daily

Task Tracking and Coordination:

Notify title, lender, and other stakeholders of new files and of any updates along the transaction lifespan
Coordinate closing processes across all active deals, request for cleanouts, provide critical updates in a timely manner, utilize SalesForce Chatter and text if necessary for urgent matters
Track offer details, price reductions, contract stages, and closing dates, collaborate with team to provide excellent client care
Coordinate with utilities, title, and lending for takeover properties
Request and monitor scheduling of appraisals, inspections, and other time-sensitive services by lenders and other parties.
Escalate issues / non-cooperative / non-communicative stakeholders in a timely manner
Coordinate turn-on/off or transfer of utilities for takeover properties when feasible.

Initial Tasks & Process Familiarization

May assist with initial tasks with Kristy even before complete documentation is received.
May join Process Engineering Calls to observe and learn during onboarding.

RequirementsKnowledge or Skills Needed

Highly responsive and quick to act, especially with fast-moving transactions.
Consistent and reliable, with strict adherence to the agreed work schedule.
Strong coordination and project management mindset with task tracking experience.
Familiarity with file repository tools such as SharePoint and Dotloop is a plus.
Ability to quickly learn the use and management of CRMs such as SalesForce.
Able to manage real estate transactions independently from intake to close.
Confident in performing processes and escalation steps even in the absence of documentation / guides.
Detail-oriented and thorough in compliance.
Courteous and professional in communication with internal and external stakeholders.
Proactive and capable of flagging issues without prompting.
Client-focused, supporting smoother operations for Kristy and the Client Care Team.
Willing to learn and adapt quickly, including early involvement before complete SOPs.
Collaborative and culture-fit oriented, with strong team communication.

Tools to be Used

Benefits