[Hiring] Transaction Coordinator @Scale Virtually

Role Description

We’re seeking an experienced Virtual Professional based in Latin America for a fully remote Transaction Coordinator VA role. Applications that include an introduction video will be prioritized. Due to the fully remote nature of this position, candidates should be comfortable communicating through video calls and working independently in a remote environment.

Role Title

Transaction Coordinator VA

Role Summary

You will own day-to-day transaction coordination for LVN Real Estate as the company’s only dedicated Transaction Coordinator. Your job is to keep every active transaction accurately tracked, properly documented, and moving forward.

• Maintain the master transaction tracker.
• Monitor EMD, inspection/IT, closing, and other transaction deadlines.
• Manage the dedicated transaction inbox.
• Maintain transaction files in Google Drive.
• Keep Google Calendar aligned with the transaction tracker.
• Proactively follow up when information or action is missing.

You will work across Sales, the Operations Manager, COO, CEO, and external transaction parties. When something is incomplete, inconsistent, delayed, or approaching a deadline, you are expected to identify it, follow up, communicate the status, and escalate when management involvement is actually required.

This is an independent execution role, not a task-by-task administrative support position. You will receive established SOPs, Loom videos, checklists, and guides, but you are expected to determine what needs attention without waiting for someone to tell you what to check next.

The current workload requires approximately 40–45 hours per week dedicated to transaction coordination. This is not a combined Transaction Coordinator / Executive Assistant position.

Core Responsibilities (REAL-WORLD EXECUTION)

• Transaction Tracking & Deadline Management
  • Maintain the central master transaction spreadsheet as the reliable source of current transaction information.
  • Update property and transaction information whenever deal details change or new information is received.
  • Track EMD dates, inspection/IT dates, closing dates, and other transaction-specific deadlines for every active transaction.
  • Review upcoming deadlines and identify open items before they become overdue.
  • Follow up with the appropriate person when a required item is missing or unresolved.
  • Update transaction records promptly when timelines change.
  • Keep transaction information organized and understandable for authorized stakeholders.
• Transaction Inbox Management
  • Actively monitor the dedicated transaction coordination inbox for new requests, documents, deadline changes, and issues requiring action.
  • Review incoming messages and determine whether they require documentation, follow-up, coordination, escalation, or no further action.
  • Organize communication threads for important requests, deadlines, and transaction documents.
  • Coordinate responses and follow-ups with the appropriate internal or external party.
  • Identify messages that require an Operations Manager decision.
  • Do not allow important transaction requests to sit unresolved.
• Document Management
  • Store transaction documents in the appropriate Google Drive location.
  • Keep transaction files organized as deals move through the pipeline.
  • Check transaction files for missing or incomplete information.
  • Follow up when required transaction information or documentation is missing.
  • Maintain files so authorized team members can locate the current information.
• Calendar & Critical Date Management
  • Maintain transaction deadlines and closing-related dates in Google Calendar.
  • Compare calendar information against the central transaction tracker and correct discrepancies.
  • Update calendar dates promptly when transaction timelines change.
  • Monitor upcoming milestones and communicate relevant timing issues to stakeholders.
  • Do not allow the transaction tracker and calendar to become competing versions of the truth.
• Internal & External Coordination
  • Serve as the frontline point of contact for transaction-related coordination.
  • Communicate transaction updates with Sales, the Operations Manager, COO, CEO, and other involved stakeholders.
  • Coordinate transaction-related communication with external parties.
  • Use the dedicated TC Slack channel for updates, questions, issues, and escalations.
  • When escalating an issue, explain what happened and what assistance is needed.
  • Maintain proactive communication rather than waiting for leadership to discover a delay.
• Transaction Visibility & Accountability
  • Keep central transaction records current for Sales and leadership.
  • Communicate changes, risks, missing information, and approaching deadlines.
  • Take coordination ownership of assigned transactions from active tracking through closing-related milestones.
  • Maintain consistent communication across the remote team.
  • Identify workflow gaps or recurring coordination issues.

Qualifications

• Able to independently manage a high volume of transactions, deadlines, documents, stakeholders, and communication threads.
• Able to work as the company’s only dedicated Transaction Coordinator without daily task-by-task direction.
• Strong written and verbal English communication for concise internal updates and professional external communication.
• Demonstrated experience in Transaction Coordination, project coordination, project management, operations, or comparable roles.
• Previous real estate Transaction Coordinator experience is preferred, but not mandatory.
• Able to accurately enter, review, reconcile, and update dates and transaction information.
• Able to identify missing, inconsistent, or outdated information.
• Able to prioritize competing deadlines without losing track of details.
• Demonstrated follow-through on outstanding items.
• Comfortable proactively following up instead of waiting for repeated instructions.
• Able to distinguish routine coordination from exceptions requiring management involvement.
• Able to learn and execute LVN Real Estate’s established process using SOPs, Loom videos, checklists, and guides.
• Must be dependable during the company’s normal business-day schedule.
• Must be comfortable participating actively in meetings and communicating proactively in a remote, async environment.
• Must be available for US-aligned work hours as required by the client.

Requirements

• Tools: Google Workspace / G Suite, Transaction Coordination Email Inbox, Asana, Slack, Google Drive, Google Calendar, Central transaction spreadsheet.

Benefits

• Paid Time Off
• HMO
• Fully Remote Work