Virtual Real Estate Operations & Transaction CoordinatorAre You the Person Who Keeps Everything Moving?We are seeking a highly organized, proactive Virtual Real Estate Operations & Transaction Coordinator to support a fast-growing real estate and legal-services organization. This is not a traditional virtual assistant position for someone who waits to be assigned tasks. We need someone who takes ownership, protects deadlines, communicates professionally with clients, follows up without being asked, and creates order in a fast-moving environment. You will work directly with the company’s founder, who is a real estate broker, attorney, and national team leader. She is highly driven, moves quickly, and generates a significant number of ideas and opportunities. Your job will be to manage the details, close loops, protect deadlines, and ensure important tasks do not get lost. What Success Looks Like No administrative transaction deadline is missed Clients receive timely and professional communication Every active file has a clear status and next action The founder knows exactly what requires her personal attention Meeting decisions become completed tasks The CRM and database remain accurate and organized Content is consistently repurposed and published Problems are identified early rather than explained afterward • You May Be a Strong Fit If You Recurring processes are completed without repeated instruction Have experience coordinating U.S. real estate transactions Understand the general process from accepted offer through closing Are highly organized and deadline-driven Communicate clearly and professionally in written and spoken English Are comfortable communicating directly with clients Take ownership and follow through without repeated reminders Can respectfully hold a fast-moving executive accountable Learn new systems quickly Are comfortable using CRMs and project-management tools Have experience with Google Workspace, Canva, and video-editing software Handle confidential information with discretion Admit mistakes quickly and correct them Enjoy creating systems and order from complexity • This Position Is Not a Fit If You Have a reliable computer, strong internet connection, and quiet work environment Experience with Follow Up Boss, MLS systems, Skool, GoHighLevel, CapCut, Canva, Loom, or real estate transaction-management platforms is strongly preferred. Need detailed daily instructions after training Avoid following up because you are afraid of bothering people Become overwhelmed by multiple active projects Miss deadlines or communicate only after being asked Are uncomfortable reminding an executive about unfinished tasks Have weak written English Want a role focused only on graphic design or video editing Hide mistakes • Position Details Are currently working multiple overlapping full-time jobs Full-time, remote position Monday through Friday Significant availability during U.S. Central Time business hours is required Occasional flexibility may be needed for urgent transaction matters Direct-hire position 90-day introductory period Compensation Compensation is expected to range from $750 to $900 USD per month , depending on experience, communication skills, technical ability, and performance during the hiring process. There is an opportunity for increased responsibility and compensation based on successful performance. How to Apply Please submit the following: Your resume A brief explanation of your U.S. real estate transaction experience in a cover letter Your requested monthly compensation Your available working hours in U.S. Central Time Begin your application with the words “Deadlines Protected” so we know you carefully reviewed the full posting. Qualified applicants will be asked to complete a paid practical skills assessment. Responsibilities: • Manage office correspondence and administrative tasks such as answering phone calls, communicating with opposing attorney offices, taking dictation, responding to emails, and reminding the team of upcoming deadlines • Work with attorneys and paralegals to create various legal documents, including pleadings, motions, subpoenas, affidavits, contracts, and briefs for case preparation, and proofread documents when requested • Schedule meetings and appointments for the team, such as depositions, make travel arrangements, and coordinate with outside vendors for events • Undertake other duties as needed to ensure the firm operates efficiently • Use daily time records to properly process client billing with support from the accounting department • Real Estate Transaction Coordination Open and organize new transaction files Review contracts and enter all important dates and deadlines Monitor inspection, financing, appraisal, and closing deadlines Coordinate with clients, agents, lenders, title companies, inspectors, and other transaction partners Schedule inspections, walkthroughs, appraisals and closings Track earnest money, signatures, amendments, and outstanding documents Provide regular transaction updates to clients Maintain accurate and complete transaction records Identify concerns early and escalate them before they become emergencies • For Sale by Owner Program Support Assist with post-closing follow-up, reviews, and referrals Respond to new For Sale by Owner inquiries Send intake forms and explain the administrative process Follow up for missing information and documents Populate approved legal and real estate document templates Prepare drafts for attorney review Coordinate revisions, signatures, and payments Maintain an accurate FSBO pipeline Keep clients and referring agents informed • Email and Executive Support Track files from initial inquiry through completion and closing This position will not provide legal advice. All legal questions and decisions will be escalated to the attorney. Monitor and organize the founder’s email Identify urgent messages and matters requiring a decision Draft routine responses Convert emails and conversations into tasks Maintain a daily priority and decision list Follow up on unanswered messages and commitments Respectfully remind the founder of deadlines and required actions • MLS, CRM and Client Support Protect confidential and sensitive information Create and update MLS property searches Monitor listings, price changes, and status updates Maintain accurate client and lead records in Follow Up Boss Ensure every active client and lead has a documented next action Prepare property information and client communications Assist with listing entry and file-management tasks where authorized • Meeting and Operations Support Coordinate appointments and client reminders Prepare meeting agendas Attend virtual meetings and take detailed notes Document decisions, action items, owners, and deadlines Publish meeting summaries within 24 hours Turn meeting discussions into task lists and internal updates Create and maintain standard operating procedures Follow up with team members on assigned tasks • Marketing and Content Support Organize training materials, recordings, templates, and company resources Edit short-form videos using CapCut or similar software Add captions, graphics, transitions, and basic B-roll Create Canva graphics using established brand templates Turn meetings, trainings and long-form videos into social media content Draft captions, emails and descriptions Schedule approved content across social media platforms Upload and organize videos and marketing materials Maintain a content calendar • Lead and Business Development Support Assist with newsletters, testimonials and review campaigns Maintain client, recruiting and referral pipelines Identify leads and contacts requiring follow-up Prepare daily and weekly follow-up lists Send approved follow-up and nurture communications Schedule client and recruiting appointments Track lead sources, status, and next actions Help ensure opportunities are not lost because of poor follow-through Qualifications: • High school diploma or equivalent is required; associate’s degree is a plus • Comfortable working with all Microsoft Office products • Must be able to type at least 50 WPM • Able to meet demanding deadlines in a fast-paced environment • Candidates must have worked with legal software, case management, and docketing programs Compensation: $8,400 yearly

• Real Estate Transaction Coordination • Open and organize new transaction files • Review contracts and enter all important dates and deadlines • Monitor inspection, financing, appraisal, and closing deadlines • Coordinate with clients, agents, lenders, title companies, inspectors, and other transaction partners • Schedule inspections, walkthroughs, appraisals and closings • Track earnest money, signatures, amendments, and outstanding documents • Provide regular transaction updates to clients • Maintain accurate and complete transaction records • Identify concerns early and escalate them before they become emergencies • Assist with post-closing follow-up, reviews, and referralsFor Sale by Owner Program Support • Respond to new For Sale by Owner inquiries • Send intake forms and explain the administrative process • Follow up for missing information and documents • Populate approved legal and real estate document templates • Prepare drafts for attorney review • Coordinate revisions, signatures, and payments • Maintain an accurate FSBO pipeline • Keep clients and referring agents informed • Track files from initial inquiry through completion and closingThis position will not provide legal advice. All legal questions and decisions will be escalated to the attorney.Email and Executive Support • Monitor and organize the founder’s email • Identify urgent messages and matters requiring a decision • Draft routine responses • Convert emails and conversations into tasks • Maintain a daily priority and decision list • Follow up on unanswered messages and commitments • Respectfully remind the founder of deadlines and required actions • Protect confidential and sensitive informationMLS, CRM and Client Support • Create and update MLS property searches • Monitor listings, price changes, and status updates • Maintain accurate client and lead records in Follow Up Boss • Ensure every active client and lead has a documented next action • Prepare property information and client communications • Assist with listing entry and file-management tasks where authorized • Coordinate appointments and client remindersMeeting and Operations Support • Prepare meeting agendas • Attend virtual meetings and take detailed notes • Document decisions, action items, owners, and deadlines • Publish meeting summaries within 24 hours • Turn meeting discussions into task lists and internal updates • Create and maintain standard operating procedures • Follow up with team members on assigned tasks • Organize training materials, recordings, templates, and company resourcesMarketing and Content Support • Edit short-form videos using CapCut or similar software • Add captions, graphics, transitions, and basic B-roll • Create Canva graphics using established brand templates • Turn meetings, trainings and long-form videos into social media content • Draft captions, emails and descriptions • Schedule approved content across social media platforms • Upload and organize videos and marketing materials • Maintain a content calendar • Assist with newsletters, testimonials and review campaignsLead and Business Development Support • Maintain client, recruiting and referral pipelines • Identify leads and contacts requiring follow-up • Prepare daily and weekly follow-up lists • Send approved follow-up and nurture communications • Schedule client and recruiting appointments • Track lead sources, status, and next actions • Help ensure opportunities are not lost because of poor follow-through