Job Description
🏡 Real Estate Specialist (Transaction Coordinator, MLS & DocuSign) – Remote
Full-Time | Remote | U.S. Business Hours
🚀 About the Role
We’re hiring a highly organized and detail-oriented Real Estate Specialist to manage transaction coordination, MLS listings, compliance workflows, and real estate operations from contract to closing.
This is not a basic administrative role.
You’ll play a critical role in:
✅ transaction coordination
✅ MLS listing management
✅ contract & compliance tracking
✅ client communication
✅ closing coordination
✅ real estate operations support
You’ll work closely with:
- real estate agents
- brokers
- escrow officers
- title companies
- lenders
- clients
to ensure every transaction remains organized, compliant, and on track through closing.
If you thrive in:
- fast-paced real estate environments
- transaction management
- deadline-driven coordination
- documentation workflows
- operational organization
this role is a strong fit.
🔥 What You’ll Own
Transaction Coordination (Primary Focus)
- Manage 5–15+ active real estate transactions simultaneously from accepted offer through closing
- Maintain:
- transaction checklists
- timelines
- milestone tracking
- closing documentation
- Coordinate with:
- escrow companies
- title companies
- lenders
- inspectors
- appraisers
- agents
- clients
- Track:
- contingency deadlines
- inspections
- financing milestones
- closing dates
- Ensure no deadlines, documents, or approvals are missed
MLS Listing Management & Marketing Support
- Create, update, and manage listings on MLS platforms
- Syndicate listings across:
- Zillow
- Realtor.com
- Apartments.com
- brokerage platforms
- Maintain listing accuracy and compliance with MLS requirements
- Support creation of:
- flyers
- brochures
- social media posts
- open house materials
- Track listing activity and provide updates to agents
Compliance & Documentation
- Ensure all:
- contracts
- disclosures
- amendments
- addenda
- signatures
remain complete and compliant
- Maintain organized and audit-ready transaction files
- Ensure compliance with:
- brokerage procedures
- state regulations
- MLS requirements
- Manage DocuSign workflows and document execution processes
Client Communication & Coordination
- Provide proactive updates to:
- buyers
- sellers
- agents
- brokers
- Schedule:
- inspections
- appraisals
- showings
- closings
- Respond to inquiries professionally and promptly
- Maintain strong communication throughout the transaction lifecycle
Reporting & Administrative Support
- Prepare transaction and pipeline reports
- Track:
- commissions
- closing timelines
- transaction statuses
- Support brokerage operations and compliance audits
- Maintain organized records and operational workflows
💻 Requirements
Core Requirements
- 2+ years of experience in:
- transaction coordination
- real estate operations
- brokerage support
- real estate administration
- Strong hands-on experience with:
- MLS platforms
- DocuSign
- Dotloop, Skyslope, Brokermint, or similar transaction management systems
- Strong Google Workspace or Microsoft Office skills:
- Google Sheets / Excel
- Docs / Word
- calendar coordination
- Strong understanding of:
- real estate contracts
- disclosures
- transaction timelines
- compliance workflows
- Ability to manage multiple transactions simultaneously
- Excellent written and verbal English communication skills
- Highly organized with strong attention to detail
- Comfortable working remotely during U.S. business hours
⭐ Nice to Have
- Active real estate license or Transaction Coordinator certification
- Experience managing:
- 10+ concurrent transactions
- residential & commercial real estate deals
- Familiarity with:
- Canva
- InDesign
- real estate marketing tools
- Experience supporting:
- high-volume brokerages
- real estate investment teams
- property management operations
🧠 What Makes You a Strong Fit
- Extremely organized and deadline-driven
- Comfortable managing multiple moving transactions simultaneously
- Strong attention to compliance and documentation accuracy
- Proactive communicator with agents and clients
- Calm under pressure during high-volume transaction periods
- Strong operational follow-through and accountability
- Able to work independently in remote environments
📅 What a Typical Day Looks Like
- Update and organize active transaction files
- Coordinate inspections, appraisals, and escrow timelines
- Manage MLS listings and syndication updates
- Send DocuSign documents and track signatures
- Follow up with agents, lenders, and title companies
- Monitor contingency and closing deadlines
- Prepare transaction reports and operational updates
In short:
You help ensure every real estate transaction stays organized, compliant, on schedule, and moving smoothly from listing through closing.
📊 Key Metrics for Success (KPIs)
- Zero missed contingency or closing deadlines
- Accurate and compliant transaction documentation
- Smooth and timely transaction closings
- Organized MLS listings and transaction records
- Strong communication with agents, clients, and vendors
- High operational reliability and responsiveness
🌟 Why This Role Stands Out
- High-impact role supporting real estate transactions end-to-end
- Strong ownership across transaction coordination and compliance
- Opportunity to work closely with:
- brokers
- agents
- lenders
- title companies
- Exposure to:
- MLS systems
- transaction operations
- compliance workflows
- real estate coordination
- Fully remote role with structured workflows and clear responsibilities
- Growth opportunities into:
- Senior Transaction Coordinator
- Brokerage Operations
- Real Estate Operations Manager
- Compliance Management
🧪 Interview Process
- Initial Screening Call
- Recruiter Interview
- Client Interview
- Offer & Onboarding
👉 Apply Now
If you:
- thrive in organized, deadline-driven environments
- enjoy coordinating real estate transactions and compliance workflows
- are experienced with MLS systems and transaction management
- can manage multiple deals without things slipping through the cracks
this role is a strong fit for you.
