Transaction Coordinator Virtual Assistant

Transaction Admin Tasks:

• Input signed contracts into Salesforce, Dotloop, and email the team once intake complete.
• Draft and process essential real estate documents, send for signatures, and monitor return of signed documents
• Manage and organize all documents related to transactions, request signatures as needed
• Send scheduled reports to Kristy
• Pull relevant data from Salesforce and summarize in an easily digestible format daily
  
  

Task Tracking and Coordination:

• Notify title, lender, and other stakeholders of new files and of any updates along the transaction lifespan
• Coordinate closing processes across all active deals, request for cleanouts, provide critical updates in a timely manner, utilize SalesForce Chatter and text if necessary for urgent matters
• Track offer details, price reductions, contract stages, and closing dates, collaborate with team to provide excellent client care
• Coordinate with utilities, title, and lending for takeover properties
• Request and monitor scheduling of appraisals, inspections, and other time-sensitive services by lenders and other parties.
• Escalate issues / non-cooperative / non-communicative stakeholders in a timely manner
• Coordinate turn-on/off or transfer of utilities for takeover properties when feasible.

Initial Tasks & Process Familiarization

• May assist with initial tasks with Kristy even before complete documentation is received.
• May join Process Engineering Calls to observe and learn during onboarding.

Knowledge or Skills Needed

• Highly responsive and quick to act, especially with fast-moving transactions.
• Consistent and reliable, with strict adherence to the agreed work schedule.
• Strong coordination and project management mindset with task tracking experience.
• Familiarity with file repository tools such as SharePoint and Dotloop is a plus.
• Ability to quickly learn the use and management of CRMs such as SalesForce.
• Able to manage real estate transactions independently from intake to close.
• Confident in performing processes and escalation steps even in the absence of documentation / guides.
• Detail-oriented and thorough in compliance.
• Courteous and professional in communication with internal and external stakeholders.
• Proactive and capable of flagging issues without prompting.
• Client-focused, supporting smoother operations for Kristy and the Client Care Team.
• Willing to learn and adapt quickly, including early involvement before complete SOPs.
• Collaborative and culture-fit oriented, with strong team communication.

Tools to be Used

• Salesforce
• Microsoft Teams
• SharePoint
• Dotloop
• Google Workspace