Scale Virtually is hiring a Transaction Coordinator VA to provide crucial administrative support for real estate professionals. In this role, you will manage and organize the tasks required to close buyer and seller transactions, ensuring all parties are aligned and milestones are tracked efficiently.
What You'll Do
- Remind stakeholders (agents, buyers, sellers) of their action items and required follow-ups throughout the transaction lifecycle.
- Track deadlines and ensure timely responses on pending items.
- Update CRM with real-time transaction progress, notes, and status changes.
- Maintain accurate records of all communication and completed steps.
- Schedule key transaction dates such as inspections, repairs, and closings.
- Enter all critical events into the shared calendar for visibility and coordination.
- Send required documents to stakeholders for signatures (ex. contracts, disclosures).
- Follow up with reminders until all documents are fully executed.
- Enter and update property listings in the MLS with accurate details and attachments.
- Ensure compliance with MLS listing standards and deadlines.
What We're Looking For
- Minimum of 1-2 years of experience coordinating buying and selling transactions in the U.S. real estate retail market (required and non-negotiable).
- Understanding of the full real estate transaction lifecycle (from offer to close).
- Familiarity with common real estate documents (ex. purchase agreements, disclosures, inspection reports).
- Basic knowledge of MLS rules and listing procedures.
- Strong written and verbal communication skills.
- Ability to professionally and proactively follow up with buyers, sellers, agents, and vendors.
- Proficiency in using digital calendars (ex. Google Calendar, Outlook) and coordinating schedules across multiple parties.
- Understanding of time-sensitive tasks and how to prioritize them.
- Strong attention to detail when entering notes, updating status, and tracking progress.
- Familiarity with e-signature platforms (ex. DocuSign, Dotloop) and skill in preparing, sending, and tracking digital documents.
- Ability to input and manage property listings on MLS platforms, with attention to compliance.
- Ability to manage multiple transactions at once without missing deadlines, staying organized with task tracking, checklists, and documentation.
Nice to Have
- Experience with real estate CRMs is beneficial but not a hard requirement.
Technical Stack
- Google Workspace (Gmail, Google Calendar, etc.)
- Dotloop
- Stellar MLS
- Zoho
Benefits & Compensation
- Fully remote work
- Full-Time and Long-Term role (not project-based)
- Competitive Salary & appraisal opportunities
- HMO & Insurance
- PTO
- Lots of opportunities and areas for growth
Work Mode
This role operates on a global, fully remote basis.
Scale Virtually is an equal opportunity employer.
