Real Estate Transaction Coordinator Virtual Assistant

This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for a Real Estate Transaction Coordinator Virtual Assistant based in Poland.

We are looking for detail-oriented and experienced Real Estate Transaction Coordinator Virtual Assistants to support U.S.-based real estate agents, teams, brokerages and businesses. In this role, you will help manage residential and commercial real estate transactions from executed contract through closing, ensuring that every stage runs smoothly and efficiently. You will oversee transaction timelines, monitor critical deadlines, coordinate documentation and signatures, and maintain clear communication with all parties involved. You will also provide listing support, maintain accurate transaction records and assist with administrative workflows across multiple active files. Working remotely with U.S. real estate professionals, you will play an essential role in keeping transactions organized, compliant and on schedule. This is an ongoing opportunity offering access to multiple client engagements, with potential for long-term professional collaboration and development.

Accountabilities:

Transaction Coordination: Manage real estate transactions from executed contract through closing, ensuring all milestones, contingency dates and deadlines are properly tracked and met.
Coordinate routine communication between agents, clients, lenders, title and escrow companies, inspectors and other transaction stakeholders.
Proactively follow up on outstanding documents, signatures, approvals and action items to prevent delays.
Keep agents and relevant parties informed about transaction progress, upcoming deadlines and outstanding requirements.
Identify potential issues and escalate contractual questions, negotiations and matters requiring the involvement of a licensed real estate professional.
Contracts and Documentation: Prepare transaction documents using agent-provided information, brokerage-approved templates and established procedures.
Send documents for electronic signatures, monitor completion and verify that all required fields, dates, initials and signatures are present.
Review and maintain complete, accurate and well-organized transaction files in accordance with brokerage checklists and compliance procedures.
Identify missing, inconsistent or incomplete documentation and flag it for agent or broker review.
Listing and MLS Support: Assist with listing intake, organize property information and maintain accurate listing records.
Enter and update approved listing information in MLS platforms when authorized by the client and applicable procedures.
Support listing documentation, status updates and other related coordination activities.
Administrative and Communication Support: Manage transaction-related emails, scheduling, reminders and follow-ups.
Update transaction management platforms, CRMs and task-management systems to ensure accurate records and efficient workflows.
Prepare transaction status reports and maintain organized checklists across multiple active transactions.
Support improvements to transaction processes, documentation workflows and handoff procedures when appropriate.
Maintain professional communication, confidentiality and adherence to agreed deliverables, timelines and independent contractor engagement requirements.
Requirements:
Previous hands-on experience in real estate transaction coordination is required.
Experience supporting U.S.-based real estate transactions is strongly preferred, with a solid understanding of the contract-to-close process.
Working knowledge of real estate contracts, disclosures, contingencies, transaction timelines and closing procedures.
Strong document review, transaction file-management and administrative coordination skills.
Excellent written and spoken English proficiency, with a native or near-native level of communication preferred.
Strong organizational skills, exceptional attention to detail and the ability to manage multiple deadlines and transactions simultaneously.
Proven ability to communicate professionally with real estate agents, clients, lenders, title and escrow companies, vendors and other transaction stakeholders.
A proactive approach to follow-ups, problem identification and deadline management.
Ability to work effectively within established brokerage procedures, checklists and compliance guidelines.
Good judgment in distinguishing administrative matters from contractual or legal questions that must be escalated to licensed professionals.
Ability to quickly learn state-specific real estate forms, brokerage procedures and client-specific software.
MLS experience is preferred, as is previous experience with residential real estate transactions. Commercial real estate experience is an additional advantage.
Spanish-English bilingual proficiency is a plus.
Comfortable working independently in a remote environment while collaborating with U.S.-based teams.
Flexibility to work during U.S. business hours, primarily Monday through Friday, depending on client requirements.
Familiarity with one or more of the following software categories and platforms is highly valuable:
Transaction Management: SkySlope, Dotloop, BoldTrail, Brokermint or comparable platforms.
Electronic Signatures: DocuSign, Dotloop, Authentisign or similar tools.
Real Estate Forms: ZipForms and state-specific real estate forms platforms.
MLS Platforms: Experience with one or more U.S. Multiple Listing Service systems.
Real Estate CRM: Follow Up Boss, Lofty, kvCORE or comparable solutions.
Productivity Tools: Microsoft Office and Google Workspace.
Project and Task Management: ClickUp, Trello, Asana or similar applications.
Benefits:
Competitive compensation rates based on the client engagement and agreed scope of work.
Weekly payments for completed services, according to the engagement terms.
Access to multiple part-time and full-time client opportunities.
Ongoing talent pool offering opportunities to be considered for current and future U.S. real estate engagements.
Free training and professional upskilling opportunities.
Continuous guidance and support throughout client engagements.
Access to a supportive professional community and opportunities to connect with other virtual assistants.
Remote working opportunities with U.S.-based real estate professionals.
Potential for long-term professional collaborations.
Flexible engagement options, with schedules and working hours agreed upon according to client requirements.
Opportunities to develop expertise in different real estate transaction management platforms, brokerage procedures and workflows.
Additional Engagement Information:
Engagements are governed by a Master Services Agreement (MSA) and a Statement of Work (SOW).
This is an independent contractor opportunity, not an offer of employment.
Contractors are not employees of the partner company or its clients.
Compensation is processed through the partner company according to the agreed engagement terms.
Part-time and full-time schedules may be available, with most assignments requiring availability during U.S. business hours.
Exact working hours, time-zone overlap and weekly availability will depend on the client engagement and mutually agreed scope of work.