Job Description

About Us

At Vertu Agent, we’re a collaborative, people-first firm working across multiple industries. We believe great work happens when talented people enjoy working together. We value smart ideas, clear communication, and supporting one another to deliver great results for our clients. Our team members enjoy the freedom, resources and trust to take ownership of their work and are encouraged to grow - while enjoying the process along the way!

Our Culture & Values

We care deeply about doing great work and supporting one another along the way. Our culture is collaborative, supportive, and driven by shared goals, where initiative, curiosity, and problem-solving are encouraged and appreciated. We celebrate wins, invest in mentorship, and create opportunities for people to grow, take ownership, and step into leadership as they develop.

• Integrity
• Empathy
• Collaboration
• Growth
• Purpose

About the Role

We are seeking a highly organized and detail-oriented Real Estate Transaction Coordinator to support our agents and clients throughout the lifecycle of real estate transactions. As a Real Estate Transaction Coordinator, you will manage the administrative and compliance aspects of transactions from contract to close. You’ll coordinate documentation, track critical deadlines, and serve as a central point of communication between agents, clients, and transaction partners to ensure every deal progresses smoothly, accurately, and on time.

Why You’ll Love This Role

• Play a key role in successful closings while supporting agents and delivering a seamless client experience
• Work in a fast-paced, organized environment where attention to detail and process ownership are highly valued
• Gain hands-on exposure to real estate contracts, compliance, and transaction workflows across multiple deals

Key Responsibilities

• Coordinate and manage all stages of real estate transactions from executed contracts through closing.
• Track critical deadlines, contingencies, and milestones to ensure transactions remain on schedule.
• Organize, maintain, and audit transaction files to ensure accuracy and compliance with brokerage, MLS, and regulatory requirements.
• Upload, update, and manage transaction documentation in platforms such as Dotloop, Skyslope, Qualia, or similar systems.
• Communicate with agents, clients, lenders, escrow/title companies, inspectors, and vendors to gather and distribute required information.
• Monitor compliance items, identify missing documents, and proactively resolve issues before closing.
• Provide regular transaction status updates to agents and internal stakeholders.
• Maintain professionalism and confidentiality when handling sensitive client and transaction information.

Requirements

Education & Experience

• Minimum: High school diploma or equivalent.
• Preferred: Associate’s or Bachelor’s degree in Marketing, Communications, Business Administration, Real Estate, or a related field.
• 1–3 years of experience in real estate, listing coordination, administrative support, or digital content creation.
• Prior experience working in a real estate team, brokerage, or marketing-focused role strongly preferred.
• Experience coordinating listing documents, vendors, and marketing materials is highly desirable.

Technical Requirements

• Proficiency with real estate platforms such as MLS systems, Dotloop, Skyslope, Qualia, or similar transaction tools.
• Strong working knowledge of marketing and design platforms (Canva, Adobe Creative Suite, or similar).
• Familiarity with listing syndication tools, property websites, virtual tour platforms, and social media management tools.
• Ability to upload listings, update price changes, and maintain accurate online property marketing.
• Strong knowledge of Microsoft Office Suite or Google Workspace
• Comfortable using e-signature tools (DocuSign, Adobe Sign) and scheduling platforms for photography, inspections, and staging.
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Skills & Competencies

• Excellent written and verbal communication for interacting with sellers, agents, vendors, and service providers.
• High attention to detail when preparing listing materials, reviewing MLS data, or formatting marketing assets.
• Strong organizational skills to manage multiple listings, deadlines, and marketing campaigns simultaneously.
• Ability to create marketing collateral such as flyers, feature sheets, email blasts, and social media posts.
• Strong eye for design and branding consistency across marketing assets.
• Ability to coordinate and schedule property photos, videos, staging, open houses, and vendor services.
• Time management skills to ensure listings go live quickly and marketing timelines are met.
• Problem-solving skills to handle last-minute changes, vendor delays, or listing updates.
• Professionalism, discretion, and excellent client-service mindset when dealing with homeowners and prospects.

Compliance & Confidentiality

• Understanding of MLS compliance rules, property disclosure requirements, and brokerage listing standards.
• Adherence to branding guidelines, marketing policies, and documentation procedures.
• Commitment to maintaining accurate and compliant listing files, seller records, and marketing materials.
• Strict compliance with data security protocols when handling seller information and property documents.
• Ability to identify missing documents, compliance issues, or listing inaccuracies and escalate appropriately.