Job Description
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.
