Job Description
Job Title: Real Estate Specialist
Position Type: Full-Time, Remote
Working Hours: U.S. client business hours (with flexibility for showings, client meetings, and filing deadlines)
About the Role:
Our client is seeking a Real Estate Specialist to support agents, brokers, and clients throughout the real estate transaction lifecycle. This role is responsible for coordinating listings, managing transaction files, ensuring compliance with state regulations, and delivering timely updates to all stakeholders. The Real Estate Specialist is a trusted operations partner, ensuring transactions close smoothly and clients feel supported.
Responsibilities:
Transaction Coordination:
- Manage 5–15 active transactions at a time, from accepted offer through closing.
- Maintain transaction checklists, timelines, and compliance files.
- Coordinate with escrow, title, lenders, inspectors, and appraisers.
Listing & Marketing Support:
- Input new listings into MLS and syndicate across Zillow, Realtor.com, Apartments.com, and other platforms.
- Prepare flyers, brochures, social media posts, and open house materials.
- Track listing performance and report results to agents.
Compliance & Documentation:
- Ensure contracts, disclosures, addenda, and amendments are complete and signed.
- Verify all files comply with state regulations, brokerage policies, and MLS requirements.
- Keep records audit-ready and properly stored.
Client Communication:
- Provide weekly updates to buyers, sellers, and agents on transaction progress.
- Schedule showings, inspections, and appraisals.
- Respond to client inquiries promptly and professionally.
Reporting & Administration:
- Prepare pipeline reports for agents and brokers.
- Track contingency deadlines, closing dates, and commission payments.
- Support brokers with back-office compliance audits.
What Makes You a Perfect Fit:
- Organized multitasker who thrives in a high-volume, deadline-driven environment.
- Strong communicator who keeps agents, clients, and vendors aligned.
- Detail-oriented with a sharp eye for compliance requirements.
- Able to balance multiple transactions while maintaining professionalism.
Required Experience & Skills (Minimum):
- 2+ years in real estate support, transaction coordination, or brokerage operations.
- Proficiency with MLS platforms, DocuSign, and transaction systems (Dotloop, Skyslope, Brokermint, or equivalent).
- Microsoft Office/Google Workspace skills (Excel/Sheets for checklists, Word/Docs for contracts).
- Familiarity with state-specific real estate compliance requirements.
Ideal Experience & Skills:
- Licensed real estate agent or certified transaction coordinator.
- Managed 10+ concurrent transactions.
- Experience supporting both residential and commercial deals.
- Basic graphic design/marketing skills (Canva, InDesign).
What Does a Typical Day Look Like?
A Real Estate Specialist’s day revolves around keeping transactions compliant, clients informed, and agents supported. You will:
- Update MLS listings and syndicate to online platforms.
- Process contracts and disclosures, ensuring every signature and document is in place.
- Track deadlines for contingencies, inspections, and closing dates.
- Communicate with escrow, title, lenders, and inspectors to keep deals moving.
- Provide status updates to agents, brokers, buyers, and sellers.
- Prepare marketing collateral for listings or open houses.
- Maintain audit-ready files for broker compliance reviews.
In essence: you are the operational engine of the real estate process, ensuring deals stay on track, compliant, and well-documented from listing through closing.
Key Metrics for Success (KPIs):
- Zero missed contingency or closing deadlines.
- Compliance rate of 100% for transaction files.
- Positive client and agent feedback on communication and support.
- Marketing collateral delivered on time for listings.
- Smooth transaction closings with minimal errors or delays.
Interview Process:
- Initial Phone Screen
- Video Interview with Pavago Recruiter
- Practical Task (e.g., review a sample transaction file and identify missing documents)
- Client Interview
- Offer & Background Verification
