[Hiring] Transaction Coordinator @Vitalis Outsourcing

Role Description

We are looking for a Real Estate Transaction Coordinator to support agents, teams, and clients by managing transaction timelines, documents, communication, and closing-related activities. The primary responsibility is to coordinate transactions from contract execution through closing, track critical deadlines, maintain accurate documentation, and ensure all parties remain informed throughout the process.

This is an ideal opportunity for someone with experience in:

• Real estate transaction coordination
• Administrative support
• Contract management
• Document management
• Client coordination

Key Responsibilities:

• Manage real estate transactions from contract execution through closing.
• Organize contracts, disclosures, addenda, signatures, and other required transaction documents.
• Track critical dates, including inspection periods, contingency dates, appraisal deadlines, financing deadlines, and closing requirements.
• Follow up on missing documents, signatures, forms, and required information.
• Communicate professionally with agents, clients, lenders, title companies, inspectors, vendors, and internal team members.
• Schedule inspections, appraisals, closing appointments, and other transaction-related activities.
• Update transaction management systems, CRM platforms, spreadsheets, and internal tracking tools.
• Maintain accurate and organized transaction files, checklists, notes, and records.
• Keep all parties informed of transaction progress, upcoming deadlines, and outstanding requirements.
• Provide clear daily updates regarding completed tasks, pending items, upcoming deadlines, and potential blockers.
• Follow established Standard Operating Procedures, checklists, timelines, and manager instructions.
• Manage multiple transactions and deadlines simultaneously.
• Maintain professionalism and confidentiality when handling client and transaction information.
• Escalate urgent issues, missed deadlines, or potential transaction problems to the appropriate agent or manager.

Qualifications

• Previous experience in real estate transaction coordination, real estate administration, contract management, document management, or client coordination.
• Strong written and spoken English communication skills.
• Exceptional organization and attention to detail.
• Comfortable communicating with U.S.-based agents, clients, lenders, title companies, and vendors.
• Strong deadline-management and follow-up skills.
• High level of accuracy when reviewing and organizing documents.
• Able to manage multiple transactions, files, and priorities simultaneously.
• Good computer, spreadsheet, CRM, and transaction management skills.
• Reliable and consistent attendance during scheduled working hours.
• Able to work independently in a remote environment.
• Proactive, professional, coachable, and comfortable providing regular updates.

Preferred Experience

• U.S. real estate transaction coordination
• Real estate contracts and disclosures
• Contract-to-close management
• Inspection, appraisal, financing, and closing coordination
• Deadline and contingency tracking
• Dotloop
• SkySlope
• ZipForm
• Multiple Listing Service platforms
• Follow Up Boss
• Lofty
• BoldTrail
• Google Workspace
• Google Drive or Dropbox
• Notion or similar project management tools
• Calendar management and appointment scheduling