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Title
REAL ESTATE TRANSACTION COORDINATOR VIRTUAL ASSISTANT
Overview
20four7VA is building a dedicated talent pool of experienced Real Estate Transaction Coordinator Virtual Assistants to support U.S.-based real estate agents, teams, brokerages, and other real estate businesses.
We are specifically looking for candidates who already understand the transaction coordination process and have hands-on experience helping manage real estate transactions from contract to close.
Depending on the client engagement, Transaction Coordinator VAs may support residential or commercial transactions, maintain transaction timelines, monitor contingencies and deadlines, coordinate documentation and signatures, communicate with parties throughout the transaction, maintain brokerage files, and provide related listing and administrative support.
This is an ongoing talent pool opportunity rather than one specific client opening. Qualified candidates will be evaluated and added to 20four7VA's pool of Transaction Coordinator talent so they can be considered for current and future client opportunities based on their experience, software knowledge, availability, location, and communication skills.
Scope of Services
Transaction Coordination — Contract to Close
- Support real estate transactions from executed contract through closing
- Maintain transaction timelines, contingency dates, and critical deadlines
- Track outstanding requirements and ensure transaction milestones remain on schedule
- Coordinate routine communication with agents, clients, lenders, title/escrow companies, inspectors, and other transaction parties
- Follow up on missing documents, signatures, approvals, and outstanding action items
- Keep agents and other appropriate parties informed of transaction status and upcoming deadlines
- Escalate contractual questions, negotiations, and matters requiring a licensed real estate professional
Contracts, Documents & Compliance
- Prepare transaction documents using agent-provided terms, brokerage-approved templates, and established procedures
- Send documents for electronic signature and monitor completion
- Review files for missing signatures, initials, dates, fields, and required documentation
- Maintain organized and complete transaction files
- Follow brokerage transaction checklists and compliance procedures
- Flag missing, inconsistent, or incomplete documentation for agent or broker review
Listing & MLS Support
- Assist with listing intake and organization of required property information
- Enter and update approved listing information in the MLS when permitted by the client and applicable procedures
- Maintain accurate property and transaction records
- Assist with listing documentation and status updates
- Support other transaction-related listing coordination responsibilities as needed
Transaction Communication & Administrative Support
- Maintain consistent communication and follow-up throughout the transaction
- Manage transaction-related email, scheduling, and reminders
- Update transaction management systems, CRMs, and task-management platforms
- Provide transaction status updates and reports
- Maintain organized checklists and workflows across multiple active files
- Help improve transaction processes, checklists, and handoff procedures when appropriate
Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.
IDEAL CANDIDATE PROFILE
- Has direct, hands-on real estate transaction coordination experience
- Understands the U.S. contract-to-close process and common transaction milestones
- Extremely detail-oriented and capable of catching missing information before it becomes a problem
- Strong at managing deadlines, contingencies, documentation, and multiple active transactions
- Comfortable working in a team environment
- Clear and professional communicator with agents, clients, vendors, and transaction partners
- Proactive with follow-up rather than waiting for deadlines to become urgent
- Comfortable working from established brokerage procedures and checklists
- Knows when an issue can be handled administratively and when it must be escalated to a licensed agent or broker
- Comfortable learning different state-specific forms, brokerage processes, and client software
- Interested in long-term virtual opportunities supporting U.S. real estate businesses
QUALIFICATIONS
- Prior hands-on real estate transaction coordination experience required
- Experience supporting U.S.-based real estate transactions strongly preferred
- Working knowledge of real estate contracts, disclosures, contingencies, transaction timelines, and closing processes required
- Strong document review and transaction file-management skills required
- Excellent written and spoken English required
- Strong organization, attention to detail, and deadline-management skills required
- Experience managing multiple transactions simultaneously strongly preferred
- Experience communicating with agents, lenders, title/escrow companies, clients, and other transaction parties strongly preferred
- MLS experience preferred
- Residential real estate transaction experience strongly preferred
- Commercial real estate transaction experience is a plus
- Spanish-English bilingual ability is a plus
- Ability to quickly learn state-specific forms and brokerage procedures required
APPLICATION SOFTWARE KNOWLEDGEABLE / PREFERRED
Experience with one or more of the following is highly valuable:
- Transaction Management: SkySlope, Dotloop, BoldTrail, Brokermint, or comparable platforms
- Electronic Signature: DocuSign, Dotloop, Authentisign, or comparable tools
- Forms: ZipForms or state-specific real estate forms platforms
- MLS: Experience with one or more U.S. MLS platforms
- Real Estate CRM: Follow Up Boss, Lofty, kvCORE, or comparable systems
- Productivity: Microsoft Office / Google Workspace
- Project / Task Management: ClickUp, Trello, Asana, or comparable tools
WORK SCHEDULE
- Part-time and full-time client opportunities may be available
- Most engagements require availability during U.S. business hours
- Exact working hours and time zone requirements will depend on the client
- Candidates should clearly indicate their weekly availability and preferred U.S. working hours during the application process
Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.
Terms of Engagement
- Contractors will operate under a Master Services Agreement and a Statement of Work
- This is not an offer of employment; contractors are not employees of 20four7VA or any client
- All compensation is processed through 20four7VA according to the terms of the engagement
Role Summary & Requirements
- REQUIRED SERVICE: Real Estate VA
REQUESTED EXPERIENCE TIER LEVEL: Junior to Advanced Level
HOURS/WEEK: Part-Time and Full-Time Opportunities Available
SHIFT TIME ZONE: U.S. Time Zones
SHIFT HOURS: U.S. Business Hours – Exact Schedule Based on Client Engagement
SHIFT DAYS: Primarily Monday–Friday
NUMBER OF VAs: Multiple – Ongoing Talent Pool
GENDER PREFERENCE: None
LANGUAGES SPOKEN/PREFERENCE: English Required; Spanish-English Bilingual Candidates Strongly Encouraged
ACCENT PREFERENCE: Level A–B (Native or Near-Native English Accent Required)
REGION PREFERENCE: Philippines / Latin America
CLIENT INDUSTRY: U.S. Real Estate
What we offer
- Competitive rates
- Weekly payments
- Various open roles are available
- Free training and upskilling
- Constant support and guidance
- A vibrant community always ready to support you
- And more!
