[Hiring] Transaction Coordinator VA @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.

Qualifications

• Demonstrated experience managing multiple deadlines, documents, follow-ups, and stakeholders in transaction coordination, project coordination, project management, operations, or a closely related role.
• Ability to independently maintain accurate records and prioritize competing deadlines without needing daily task-by-task instructions.
• Strong attention to detail when entering, reviewing, and reconciling dates and transaction information.
• Demonstrated follow-through: you track unanswered requests and incomplete items until they are resolved or appropriately escalated.
• Strong written and verbal English communication, including concise status updates and clear explanations of issues that require a decision.
• Comfortable communicating with internal teams and external parties and participating actively in meetings when required.
• Able to learn and apply documented workflows using SOPs, Loom videos, checklists, and guides.
• Reliable availability during the company’s normal business-day schedule and capacity to commit approximately 40–45 hours per week.
• Able to work in a remote, asynchronous environment and keep stakeholders informed without relying on constant supervision.
• Previous real estate Transaction Coordinator experience is preferred, not mandatory.
• Latin America is the preferred sourcing region because of time-zone alignment and the client’s reliability requirements.

Requirements

• Maintain the central master transaction spreadsheet throughout each active transaction.
• Update property and transaction information as changes occur so the tracker reflects the current status of each deal.
• Track Earnest Money Deposit (EMD) dates, inspection / IT dates, closing dates, and other transaction-specific deadlines.
• Review upcoming deadlines, identify missing information or unresolved items, and follow up with the responsible parties before deadlines become overdue.
• Own and actively monitor the dedicated transaction coordination inbox during the required work schedule.
• Store transaction documents in the appropriate Google Drive locations as they are received.
• Maintain transaction deadlines and closing-related dates in Google Calendar.
• Serve as the frontline coordination contact for transaction-related matters.
• Keep central transaction records current so Sales and leadership can rely on them for deal-status visibility.
• Take ownership of assigned transactions from a coordination standpoint by tracking open items through resolution or escalation.

Benefits

• Paid Time Off
• HMO
• Fully Remote Work

Application Instructions

Submit your resume and a short introduction video explaining your relevant coordination experience and how you keep multiple active transactions or projects on track.

Answer the following practical scenario in your application:

Scenario: It is 9:00 a.m. An inspection / IT deadline is approaching. The transaction tracker shows the deadline today, a required document is missing, the responsible party has not confirmed delivery, and the calendar still shows the original deadline. The Operations Manager is in meetings and has not responded to your message.

Explain what you would do during the first 60 minutes. Your answer must identify:

• The first actions you would take and the order in which you would take them.
• How you would verify the deadline and identify the person responsible for the missing document.
• How you would follow up and keep the tracker, calendar, and relevant stakeholders informed.
• What you would handle independently and what you would escalate.
• What you would do if the document or confirmation still did not arrive.