Job Description
Real Estate Specialist (Transaction Coordinator, MLS & DocuSign) – Remote | U.S. Hours
Position Type: Full-Time, Remote
Working Hours: U.S. Business Hours
About the Role
At Pavago, one of our clients is hiring a highly organized and detail-oriented Real Estate Specialist to manage transaction coordination, MLS listings, compliance workflows, documentation, and closing operations.
This is not a basic administrative role. You’ll play a critical role in keeping real estate transactions organized and moving smoothly from accepted offer through closing
You’ll coordinate closely with real estate agents, brokers, buyers and sellers, lenders, escrow officers, title companies, inspectors, and appraisers to ensure deadlines are met, documents are complete, and every transaction remains compliant.
If you have hands-on experience with transaction coordination, MLS platforms, DocuSign, and real estate documentation, this role is a strong fit.
What You’ll Own
Transaction Coordination – Core Focus
Manage 5–15+ active real estate transactions simultaneously from accepted offer through closing.
You’ll:
- Maintain transaction checklists and timelines
- Track milestones and closing requirements
- Monitor contingency deadlines
- Coordinate inspections and appraisals
- Track financing and lender milestones
- Monitor closing dates and outstanding requirements
- Follow up proactively on missing documents or approvals
- Ensure nothing falls through the cracks before closing
Coordinate with:
- Real estate agents and brokers
- Buyers and sellers
- Escrow officers
- Title companies
- Lenders
- Inspectors
- Appraisers
MLS Listing Management
Create, update, and maintain accurate property listings across MLS platforms.
You’ll:
- Enter and update listing information
- Maintain accurate property details, pricing, status, and documentation
- Ensure listings meet MLS requirements
- Coordinate listing changes and status updates
- Support syndication across platforms such as:
- Zillow
- Realtor.com
- Apartments.com
- Brokerage websites and platforms
- Track listing activity and provide updates to agents
Contracts, Compliance & Documentation
Maintain complete, accurate, and audit-ready transaction files.
You’ll manage:
- Purchase agreements
- Contracts
- Disclosures
- Amendments
- Addenda
- Signatures
- Closing documentation
You’ll also:
- Review files for missing documents or signatures
- Maintain transaction compliance checklists
- Follow brokerage procedures
- Support compliance with applicable state and MLS requirements
- Organize files for brokerage reviews and audits
DocuSign & Transaction Management Systems
Manage document workflows using DocuSign and transaction management platforms.
You’ll:
- Prepare documents for electronic signature
- Create and manage signature workflows
- Track outstanding signatures
- Follow up on incomplete documents
- Maintain properly executed copies
- Upload and organize completed documents within transaction files
Experience with platforms such as Dotloop, SkySlope, Brokermint, or similar systems is highly valuable.
Client & Stakeholder Communication
Provide proactive and professional communication throughout the transaction lifecycle.
You’ll:
- Keep buyers, sellers, agents, and brokers informed
- Coordinate with lenders, title companies, and escrow teams
- Schedule inspections, appraisals, showings, and closings
- Communicate upcoming deadlines and requirements
- Follow up on outstanding items
- Respond promptly to transaction-related questions
- Help create a smooth client experience from contract through closing
Real Estate Marketing Support
Support agents with listing-related marketing activities, including:
- Property flyers
- Brochures
- Open house materials
- Social media assets
- Listing updates
- Basic marketing coordination
Reporting & Brokerage Operations
Maintain visibility across the transaction pipeline.
You’ll:
- Prepare transaction status reports
- Track active and upcoming closings
- Monitor commissions and closing timelines
- Maintain pipeline trackers
- Support brokerage compliance reviews
- Maintain organized transaction and operational records
What Makes You a Strong Fit
You:
- Are extremely organized and deadline-driven
- Have strong attention to documentation and compliance
- Can manage multiple active transactions without missing details
- Follow up proactively rather than waiting for reminders
- Communicate professionally with clients and real estate professionals
- Stay calm when deadlines shift or transactions become complicated
- Understand the importance of accurate real estate documentation
- Take ownership from contract through closing
- Work effectively and independently in a remote environment
Required Experience & Skills
- 2+ years of experience in:
- Transaction coordination
- Real estate operations
- Brokerage support
- Real estate administration
- Hands-on experience with MLS platforms
- Strong experience with DocuSign
- Experience with transaction management platforms such as:
- Dotloop
- SkySlope
- Brokermint
- Similar real estate transaction systems
- Strong understanding of:
- Real estate contracts
- Disclosures
- Transaction timelines
- Contingencies
- Closing workflows
- Compliance documentation
- Ability to manage multiple active transactions simultaneously
- Strong Google Workspace or Microsoft Office skills
- Excellent written and spoken English
- Strong organizational and time-management skills
- High attention to detail
- Availability during U.S. business hours
Nice to Have
- Active real estate license
- Transaction Coordinator certification
- Experience managing 10+ concurrent transactions
- Residential and/or commercial real estate experience
- Experience supporting high-volume brokerages
- Familiarity with:
- Canva
- Adobe InDesign
- Real estate marketing tools
- Experience supporting:
- Real estate investment teams
- Property management operations
- Multi-agent brokerages
What a Typical Day Looks Like
You might:
- Review active transactions and upcoming deadlines
- Update transaction checklists and files
- Follow up on missing documents and signatures
- Send and monitor DocuSign envelopes
- Update MLS listings and property statuses
- Coordinate inspections and appraisals
- Communicate with lenders, title companies, and escrow officers
- Update agents and clients on transaction progress
- Track contingencies and financing milestones
- Prepare transaction and closing reports
- Verify documentation before upcoming closings
In short: You ensure every real estate transaction remains organized, compliant, documented, and on schedule from contract through closing.
Key Metrics for Success
- Zero missed contingency or closing deadlines
- Accurate and compliant transaction documentation
- On-time and smooth closings
- Accurate MLS listings and updates
- Timely completion of DocuSign workflows
- Organized and audit-ready transaction files
- Strong communication with agents, clients, lenders, and vendors
- High responsiveness and operational reliability
Why This Role Stands Out
- Own critical parts of the real estate transaction lifecycle
- Work closely with agents, brokers, lenders, title companies, and clients
- Build expertise across MLS, compliance, contracts, and closings
- High-ownership remote environment
- Clear and structured operational responsibilities
- Growth opportunities into:
- Senior Transaction Coordinator
- Brokerage Operations
- Real Estate Operations Manager
- Compliance Coordinator / Manager
Interview Process
- Initial Phone Screen
- Spark Hire Intro Video
- Video Interview with Pavago Recruiter
- Client Interview
- Offer & Onboarding
Apply Now
If you:
- Have hands-on real estate transaction coordination experience
- Are confident using MLS platforms and DocuSign
- Understand contracts, disclosures, contingencies, and closing timelines
- Can manage multiple transactions without missing deadlines
- Thrive in organized, detail-heavy, fast-moving environments
This is a strong opportunity to take ownership of real estate transaction operations while working remotely with a growing U.S.-based team.
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