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 and 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 and 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.
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