VOICE OF CUSTOMER · US REAL ESTATE AGENTS AND TEAMS

Built for Kenfoster Staffing (Chau Phan) · 2026-09-24 · ONE avatar: the US real estate agent or team lead · Scope: transaction coordinator and everything below it · Research only, no copy

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0. THE ONE SENTENCE

The agent's own words say the pain is not "admin" in general. It is being the only person watching the file: the deadline recorded 2 days wrong, the lead email opened during a showing and forgotten, the CO cert nobody ordered so the broker holds the commission. The dream on the other side is written in a Honolulu broker's own job post: "Here are the things that need your personal attention today. I've already handled everything else." (B27)

A. PAINS ↔ DREAMS, PAIRED

Each theme: the PAIN in their words, the DREAM in their words, the GAP in one line. DERIVED, not a quote marks a dream implied by the pain where no source states it.

A1. Deals falling through the cracks between contract and close

PAIN

"I'm super lucky to have 7 deals under contract right now. Problem is I'm worried I'm going to drop the ball somewhere... any tips on getting and staying organized with deadlines and such would be appreciated."
"Right now I'm using a chart on the wall with dates and check boxes along with a large wall calender. I also put notes in my phone but it's a lot of back and forth. My husband is attempting to help but I fear we have different organization strategies."
u/Ry715, https://www.reddit.com/r/realtors/comments/116un2r/best_organization_method/

"whenever I'm at five pendings at a time, I absolutely need my TC. It's tough to pay that price when I only have one or two but at five my brain falls apart so yes I need her."
u/DeanOMiite, https://www.reddit.com/r/realtors/comments/12gnp49/ever_use_a_tc_on_your_transactions/

"I would get like 6 contracts deep and hit a stride and then I'd get a few more and just become completely overwhelmed."
u/Decent_Grapefruit_43, https://www.reddit.com/r/realtors/comments/1sl2xc1/3am_burnout_sleepless/

"Between keeping DORA forms updated, coordinating signatures, and chasing down missing data, it feels like organized chaos."
OP, https://www.reddit.com/r/realtors/comments/1lvjx1s/tcs_how_do_you_stay_sane_when_managing_10/

"consider all the reminders to your own client, plus following up with the lender and title... remembering to update your database, get a meaningful closing gift, transfer utilities, coordinating movers, posting about your success online, connect with your clients over social, collect Google reviews, etc - this can be totally overwhelming and little things get missed"
u/updog18, https://www.reddit.com/r/RealEstateTechnology/comments/1lgg3vv/at_what_point_does_manual_contract_tracking/

"The listing agent scheduled the open house, advertised it and then forgot all about it!" ... "This was for a half million dollar listing and the listing agent is seasoned and a top producer."
u/Beckster501, https://www.reddit.com/r/realtors/comments/1ees9zk/i_lost_a_listing_and_its_completely_my_fault/

"enforcement and responsibility can get messy when title, agents, and municipalities all assume someone else handled it. If the file closed and funds disbursed, it usually means it slipped through the normal checklist"
u/Dhoni_7318, https://www.reddit.com/r/realtors/comments/1t3pntd/title_company_forget_to_order_smokeco_cert/

DREAM

"I have a great TC/admin team that does the majority of the actual transaction work. I pretty much just manage client expectations and timelines and find new clients"
u/Moist-Consequence, https://www.reddit.com/r/realtors/comments/1gzwge9/how_do_you_keep_up_with_everything/

"$350 in Colorado Springs. Definitely worth it while having multiple under contract at once. I was showing homes and writing a contract one day and she fired off and cc'd me on about 15 emails for my other deals while I got a new one UC. Money well spent."
u/Mo0ose1422, https://www.reddit.com/r/realtors/comments/1n04kho/transaction_coordinator/

"Huge time saver and assistance with ensuring everything gets documented. While also keeping an eye on deadlines and keeping the other side in check as well." ... "Our workflow is on auto-pilot."
u/RamsinJacobRealty, https://www.reddit.com/r/realtors/comments/12gnp49/ever_use_a_tc_on_your_transactions/

"Basically their whole job is to just do all of the paperwork, track down signatures, and make sure everything is on schedule."
u/Moist-Consequence, https://www.reddit.com/r/realtors/comments/116un2r/best_organization_method/

"You own every file from executed contract to funded close. You make sure nothing falls through the cracks."
Texas team job post, https://www.onlinejobs.ph/jobseekers/job/Transaction-Coordinator-Real-Estate-Texas-USA-1634412

GAP: at five pendings "my brain falls apart"; they want someone who "fired off... about 15 emails for my other deals while I got a new one UC".

A2. Missed deadlines and contingencies

PAIN

"I screwed the pooch and my buyer-client lost $1,000 EM because of me. I told them I'd eat it, and I did."
"Blew past the deadline when they decided they wanted to terminate the deal - I had recorded the effective date of the contract wrong (2 days late) on my calendar. Totally my mistake."
u/joe-seppy, https://www.reddit.com/r/realtors/comments/16q6ata/has_a_buyer_ever_lost_their_earnest_money_because/

"I was able to stall and save it with extensions and many phone calls of begging to rush things but omggggg I got my first gray hairs and wrinkles from that deal."
u/designerkd, same thread

"You dont want to shit the bed because you forgot something or didnt get an addendum signed."
u/griff1014, https://www.reddit.com/r/realtors/comments/1n04kho/transaction_coordinator/

"Takes maybe 15-20 minutes per contract to pull out all the dates, do the math on contingency periods, set up the reminders, etc."
u/mydogcaptain (OP), https://www.reddit.com/r/RealEstateTechnology/comments/1lgg3vv/at_what_point_does_manual_contract_tracking/

"It's usually the first time you almost miss (or actually miss) something important that makes people realize the manual system doesn't scale as you expect lol"
u/Personal_War1075, same thread

"lender already let me have it because I forgot to send an invoice and I just now realized I haven't ordered the home warranty."
OP, https://www.reddit.com/r/realtors/comments/1hyp2e7/we_close_on_monday_and_im_just_now_ordering_the/

"When we have a 45 day close and they wait until 2 weeks before closing to actually do anything aside from ordering the appraisal"
u/I_Like_Silent_People, https://www.reddit.com/r/realtors/comments/1kd5teo/whats_your_biggest_frustration_with_lenders/

DREAM

"She double-checks everything, including catching any details that title might leave off the ALTA, she sends me calendar invites for all transaction deadlines, every January she sends out the settlement statements from the previous year to the clients for their taxes... she's the best"
u/stephyod, https://www.reddit.com/r/realtors/comments/1n04kho/transaction_coordinator/

"It really helped ease some of the stress and made sure I didn't miss any important steps."
OP (new agent), https://www.reddit.com/r/realestateagents/comments/1kxvng2/thoughts_on_using_a_transaction_coordinator/

"If a transaction deadline is approaching, recognize it and make sure we address it."
Honolulu broker's job post, https://www.onlinejobs.ph/jobseekers/job/real-estate-executive-assistant-virtual-assistant-1724868

"Zero missed contractual deadlines."
Texas team job post, https://www.onlinejobs.ph/jobseekers/job/Transaction-Coordinator-Real-Estate-Texas-USA-1634412

GAP: the effective date typed 2 days wrong on a calendar cost $1,000; they want "calendar invites for all transaction deadlines" sent to them by someone else.

A3. Paperwork and compliance

PAIN

"The transaction already closed, title handled conveyancing, funds were disbursed, and everything seemed fine, but now my brokerage is holding my commission because the file is missing the smoke/CO cert." ... "That doesn't address the fact that I haven't gotten paid though!"
u/Hot_Technology5177, https://www.reddit.com/r/realtors/comments/1t3pntd/title_company_forget_to_order_smokeco_cert/

"I will NOT work without a TC. I know if I was responsible for everything, stuff would not get loaded in on time, some random disclsoure would be missing, or we would be missing a signature somewhere. Its just not my super power. I like to get paid when my transaction closes, not days/weeks later."
u/Jodeenjb, https://www.reddit.com/r/realtors/comments/ym157f/sky_slope_vs_paying_a_virtual/

"I think I did ONE transaction without a TC because I thought it was a ripoff. LOL If my Brokerage didn't need every damn document under the sun, and also to upload everything to their portal in a specific format, it would be."
u/SouthBaySmith, https://www.reddit.com/r/realtors/comments/12gnp49/ever_use_a_tc_on_your_transactions/

"Holy hell, I came to the conclusion that having a TC is best, even if you have just 2 transactions running simultaneously. Managing paperwork is SUCH a drag, and work expands to time allowed."
u/SouthBaySmith, https://www.reddit.com/r/realtors/comments/ym157f/sky_slope_vs_paying_a_virtual/

"I honestly relegate all my compliance to Friday mornings and even then sometimes not until the day of closing."
u/Environmental_Box22, same thread

"I have better things to do than chase down paperwork."
u/Young_Denver, same thread

"All I need is a checklist program where I have a list of the documents I need for each transaction and a way for my broker/tc to check them. I don't want to do it via email because it can get messy but a personal slyslope account is quite pricey."
u/NervePrestigious5711, https://www.reddit.com/r/realtors/comments/1ko92kk/skyslope_alternative/

"I have worked on platforms that were technically robust but created so much documentation overhead that agents started cutting corners just to keep up."
u/Own-Bug6987, https://www.reddit.com/r/RealEstateTechnology/comments/1rep3pq/florida_agentsbrokers_what_transaction_management/

"if there is any missing paperwork, such as a seller's disclosure, lead paint disclosure, or if a signature is missing, a date is entered incorrectly, if repairs are done and the buyer wishes to make multiple appointments to re-inspect repair work completed, or if there isn't enough communication with clients to keep them engaged, guess what happens? Yup. The deal falls apart - or worse, the agent, seller, everybody can be sued."
Cheryl Flynn (a TC, 2014), https://www.biggerpockets.com/forums/21/topics/75324-real-estate-transaction-coordinator

DREAM

"It is nice to have a second set of eyes on a deal, and she handles sending the mundane paperwork. I like the accountability and ease of having a good TC."
u/carnevoodoo, https://www.reddit.com/r/realtors/comments/1n04kho/transaction_coordinator/

"I am an expert at negotiating deals not at processing paperwork. She is an expert at processing paperwork. I guarantee she makes significantly fewer mistakes than I would doing it myself because if I'm doing that while trying to do everything else I have going on in my day I'd be rushing while she is not."
u/RadishExpert5653, https://www.reddit.com/r/realtors/comments/1jfdqlz/transaction_coordinators/

"It keeps me organized and compliant with what my broker needs."
Jamie H., Realtor, Capterra review of Paperless Pipeline, Aug 8, 2019, https://www.capterra.com/p/172897/Paperless-Pipeline/reviews/

"100% of files compliant with broker requirements before closing." ... "Agents on the team free to sell, not chase paperwork."
Texas team job post, https://www.onlinejobs.ph/jobseekers/job/Transaction-Coordinator-Real-Estate-Texas-USA-1634412

GAP: "I like to get paid when my transaction closes, not days/weeks later"; today the file is missing one cert and the broker holds the check.

A4. The CRM going stale

PAIN

"I've gone through a FUB and LionDesk trials and just didn't click with them. My main gripe is that they take all of this upfront labor to get started then the actual day to day of using them seems insanely cumbersome."
"Too many times in the recent past I've had a client pop up in my head and I've instantly thought, "haven't talked to them in a while, whoops!""
"I know deals and clients fell through the cracks last year but I just cant get myself to commit.."
"A system is only as good as your input into it so my adherence will ultimately be decided upon by my willpower..."
u/Gloomy-Photograph567 (OP), https://www.reddit.com/r/realtors/comments/1i6mw2u/cannot_get_myself_to_use_a_crm_what_would_you_do/

"one of my great pains is seeing a person that I sold a house to years ago that has listed with another Realtor because I didn't keep in touch."
u/DHumphreys, same thread

"I got HubSpot to try recently because it's free. I opened it up yesterday for the first time in months and I didn't know where to begin lol."
u/Reddittooh, same thread

"My brokerage has accumulated about 10,000 zillow leads over the years and we have never done any nurturing other than recirculating leads to the agents." ... "we cannot call and follow even close to this amount. We use follow up boss crm, Any suggestions on where to start?"
OP, https://www.reddit.com/r/realtors/comments/1c5v9pq/nurturing_10000_leads/

"We have almost 20,000 leads in this database"
OP (team leader of about 15), https://www.reddit.com/r/realtors/comments/1i0gexz/need_advice_working_my_lead_pond/

"It's me I'm the TC and gotta admit A Frame was a beast to learn and set up. It won't connect to real's internal compliance system so there's already double entering info and I am not trying to make my life any harder." ... "So much double entering info."
u/trippinallovermyself, https://www.reddit.com/r/RealEstateTechnology/comments/1utpup0/looking_for_a_recommended_tech_stack_for_a_2/

"You must put in the time to learn the system to use all of its tools. Would like to have the ability to have someone manage the system on my behalf."
Robert S., Realtor, Capterra review of BoldTrail (kvCORE), Dec 14, 2022, https://www.capterra.com/p/176447/BoldTrail/reviews/

DREAM

"for me, a solo agent without an assistant, and a (truly) single parent also trying to manage life, I get overwhelmed by anything that takes a lot of time to research, learn, set up, etc. My goal for this year is to devote some money to an assistant of some kind, temporary, maybe, to set up this kind of thing for me."
u/Less_Cicada_4965, https://www.reddit.com/r/realtors/comments/1i6mw2u/cannot_get_myself_to_use_a_crm_what_would_you_do/

"I need somebody to work like five hours a week that's good at creating content and campaigns on mail chip with all the automations and then also taking care of things on follow up boss. Is there a company you can hire for this since it won't require too many work hours?"
OP, https://www.reddit.com/r/realtors/comments/1cclg5k/where_can_i_find_someone_or_a_company_to_run_my/

"Instead of carrying all of your client to-dos in your head, you're supporting yourself with a system that keeps items from falling through the cracks."
u/RLP-NickFundytus, https://www.reddit.com/r/realtors/comments/1i6mw2u/cannot_get_myself_to_use_a_crm_what_would_you_do/

"For us the biggest win was visibility. I can see exactly where leads are getting stuck, who's following up, and who's letting opportunities go."
u/Weekly-Main4591 (moved FUB to Brivity), https://www.reddit.com/r/RealEstateTechnology/comments/1ugdr8l/anyone_using_brivity_for_crm/

"Ensure active prospects have a scheduled next action"
SMG Realty job post (Brivity), https://www.onlinejobs.ph/jobseekers/job/virtual-assistant-crm-management-real-estate-transaction-coordinator-1723935

GAP: "adherence will ultimately be decided upon by my willpower"; they want "someone [to] manage the system on my behalf", about "five hours a week".

A5. Leads not followed up

PAIN

"last week I had one get sent over and I completely let it slip my mind to call the potential client at the time she gave, and then completely forgot about them untill I got an email tonight from them saying that since I had not gotten back with them they chose a different realtor. I have such a pit in my stomach right now because I feel like I failed my broker big time and they will never trust me again"
"I opened this email up when I was doing showings and then completely forgot about it and never looked at it again"
u/Harley_Bush_REALTOR, https://www.reddit.com/r/realtors/comments/1p1romk/im_beating_myself_up_so_bad/

"it quickly became overwhelming to manage the follow up. The leads are on an automatic drip campaign, but so far I've only been able to convert leads by calling them asap and building rapport that way. Due to the volume of leads I'm getting and my busy schedule, many leads are slipping through the cracks."
u/chillrealtor, https://www.reddit.com/r/realtors/comments/k8iw6q/following_up_with_100s_of_online_leads/

"I've lost leads of course, but being able to see when they purchase due to my CRM is a different kind of pain."
u/mentallyilllizard777, https://www.reddit.com/r/realtors/comments/1u0piq6/why_am_i_losing_leads_clients/

"Seeing them close with someone else in your CRM is the absolute worst feeling."
u/MoodIn_Me, same thread

"I had the busiest stretch feeling like everything is falling into place but during that time, neglected my pipeline. It's now August, and I haven't sold anything in two months and it's no one's fault but my own." ... "I'm seeing listings go up that I know should have been mine"
u/Embarrassed_Will_605, https://www.reddit.com/r/realtors/comments/1vmkv86/burnout_anyone_else_experience_this/

"I find much of the issue with lead conversion is that I can't always make that 10 minute time frame call back."
OP, https://www.reddit.com/r/realtors/comments/ah259v/has_anyone_used_agent_assistant/

"I'm SWIMMING in thousands of leads, but the conversion rate is low." ... "I'm spraying my agents with leads and they are burning them, not even calling them, just wasting them."
u/True-Swimmer-6505, https://www.reddit.com/r/RealEstateTechnology/comments/1ke98bt/follow_up_boss_reviews/

"Agent: "Oh, I haven't called him yet. I was planning to later today when I got home."" ... "Me: "WTF, he likely already found someone else online, call him NOW""
u/mrkrabz1991 (broker), https://www.reddit.com/r/realtors/comments/1mf5ait/unpopular_opinion_most_agents_dont_have_a_lead/

"He said he would call me back in about half an hour as he was on his way to an appointment. He didn't call me back." ... "He lost about 6 grand in commission for not returning a few phone calls."
u/digitalhelix84 (a buyer), same thread

DREAM

"getting a REALLY good transactional coordinator is going to change the game. Next thing would be some sort of admin assistant or virtual assistant. Have someone filter your calls, text, emails, basically be your follow up when you're busy."
u/OrganicIndication371, https://www.reddit.com/r/realtors/comments/1iqagqy/how_to_scale_my_business_by_3x/

"It will open up many more hours a week to focus on building my business and staying in touch with my SOE."
u/ParticularCertain634, https://www.reddit.com/r/realtors/comments/xoziwd/lead_follow_up_services/

"If a lead hasn't been followed up with, bring it to my attention."
Honolulu broker's job post, https://www.onlinejobs.ph/jobseekers/job/real-estate-executive-assistant-virtual-assistant-1724868

"Make sure no lead falls through the cracks"
The Megan Makes Moves Team job post, https://www.onlinejobs.ph/jobseekers/job/real-estate-virtual-assistant-lead-management-transaction-coordination-social-media-1720780

"One day I hope you get so busy that losing clients or leads won't even matter. It will feel like a relief."
u/Reddittooh, https://www.reddit.com/r/realtors/comments/1u0piq6/why_am_i_losing_leads_clients/

GAP: the lead email was opened during a showing and forgotten; they want someone to "be your follow up when you're busy".

A6. Drowning in admin instead of selling

PAIN

"But I'm fucking drowning here. Up at 6am sending follow-ups, responding to "urgent" client texts at 10pm, throwing $3k/month at marketing that barely breaks even. Can't remember the last weekend I wasn't holding an open house or showing properties to leads that ghost me afterward." ... "it's like I've built myself a really demanding job instead of an actual business."
u/VividB82, https://www.reddit.com/r/realtors/comments/1h97ush/is_it_crazy_to_feel_like_im_drowning_making_100k/

"Im wondering this myself…11 listings and working with 3 buyers. Im drowning!! And i feel like im not pushing my listings like i should be, but i just dont have time and im doing the best i can!"
u/Needketchup, https://www.reddit.com/r/realtors/comments/1gzwge9/how_do_you_keep_up_with_everything/

"I have been able to increase my sales significantly recently and it has been getting tough to manage all by myself. I feel swamped & overworked."
OP (Houston, 28 deals in year 2), https://www.reddit.com/r/realtors/comments/1gf4nvu/advice_on_virtual_assistants/

"I am already using a contract to close coordinator and all sorts of automated follow ups, but currently working 60-80 hours/week and am officially at capacity!"
OP, https://www.reddit.com/r/realtors/comments/mikwzn/advice_on_hiring_an_assistant/

"My lead gen is strong, and I'm actually holding myself back because I can only handle so much volume." ... "At this point, I'm already stretched thin, and that's not going to let up any time soon."
u/swootanalysis, https://www.reddit.com/r/realtors/comments/1agtuav/scaling_from_a_solo_agentbroker/

"I find myself in a cycle of prospecting, finding new business, working said business, closing and back to busy prospecting. I've average 30 transactions per year over the last 3 of those years. Not a bad business, just haven't been able to scale up."
OP, https://www.reddit.com/r/realtors/comments/1hzcjna/building_my_dream_team_need_advice/

"~$75mm annually. 10 years in. I know what to do and how to hold myself accountable but I find myself struggling with time and a team to support me."
u/Witty_Evening_618, https://www.reddit.com/r/realtors/comments/1iqagqy/how_to_scale_my_business_by_3x/

"4pm: Enter listing in mls for todays 9am appt. Virtual stage all the rooms and edit photos properly. Upload disclosures and pics. Activate listing and shoot out to office agents." ... "7pm: Return vmails and check emails. Order sign placement for a broken sign on a house. Make list for tomorrow." ... "9pm: post on social media."
OP ("My Day Today As A Realtor"), https://www.reddit.com/r/realtors/comments/17soah2/my_day_today_as_a_realtor/

"Would love to hear some sample tasks. Still wrapping my mind around delegation, but my business has reached the point where it has become necessary."
u/BenefitElectronic317, https://www.reddit.com/r/RealEstateTechnology/comments/170syhn/for_those_using_virtual_assistants_in_real_estate/

"It's a lot harder to systemize their responsibilities as an agent. That's the main reason I've never done it. I just can't really figure out what to task them."
u/_intrepid_, https://www.reddit.com/r/realtors/comments/hhh55l/how_do_you_use_your_virtual_assistant/

"I feel like I can set up appointments quicker than telling someone to do it..."
u/fisherreshif, same thread

DREAM

"I have a transaction manager and a social media manager to handle that kind of stuff so that I can focus on revenue generating tasks"
u/Infamous_Hyena_8882, https://www.reddit.com/r/realtors/comments/1hzqx9d/how_are_you_handling_administrative_tasks_and/

"Having more admin staff has helped me almost double my business."
u/OrganicIndication371, https://www.reddit.com/r/realtors/comments/1iqagqy/how_to_scale_my_business_by_3x/

"Taking over my admin duties has made way for more appointments."
u/eeshasfaith, https://www.reddit.com/r/realtors/comments/18dluwm/does_anyone_here_have_tried_hiring_a_real_estate/

"Leverage: there is $15/hr work for the assistant (organizing crm, calendars, admin). There's $50/hr work for the licensed agent (lead nurturing, writing amendments, showings). Then there's $500/hr work for the lead agent (LISTING APPOINTMENTS, negotiations, client facing interactions)."
u/PlzbuffRakiThenNerf, https://www.reddit.com/r/realtors/comments/1kcrhdv/how_are_your_real_estate_teams_structured_100/

"Eventually, I want you to be able to tell me: "Here are the things that need your personal attention today. I've already handled everything else.""
Honolulu broker's job post, https://www.onlinejobs.ph/jobseekers/job/real-estate-executive-assistant-virtual-assistant-1724868

"When an agent hands you a contract, they should be able to return their attention to selling real estate knowing that you are managing the details, communication and deadlines necessary to get that client to closing."
New Jersey team job post (about 100 transactions a year), https://www.onlinejobs.ph/jobseekers/job/transaction-coordinator-1735463

"every time I've heard this discussed the agents regret not getting one sooner."
u/dzygula, https://www.reddit.com/r/realtors/comments/guy4rz/agents_who_have_an_assistants_how_did_you_know_it/

GAP: "I've built myself a really demanding job instead of an actual business"; they want to hear "I've already handled everything else".

A7. Time with family

PAIN

"I received an "emergency call" while at the beach this afternoon with my kids. I decided we needed a two hour break from the crazy... 8am to 8pm days for the past few weeks." ... "There is no separation of work and family life, no boundaries no matter what you try to set."
u/Brilliant_Koala389, https://www.reddit.com/r/realtors/comments/vyjd5e/why_is_everything_an_emergency_i_cannot_live_like/

"with 3 kids and a partner who works all the time, I'm finding myself stretched to the max." ... "I keep telling myself that I'm just going to turn my phone off for the afternoon or evening and relax, but I can't seem to quit working. It's always in the back of my head of what needs to get done next."
OP, https://www.reddit.com/r/realtors/comments/lrkdex/how_to_successfully_keep_from_burning_the_candle/

"I got my license because I was pivoting away from a 50-60 hour a week corporate grind to running my own business to give me "flexibility" to start a family. I work more now than I ever did and I have to constantly remind myself to chill out especially when I'm with my daughter so that her entire childhood doesn't involve me glued to my phone."
u/emeraldsandroads, https://www.reddit.com/r/realtors/comments/1ssosfe/burnout_in_this_industry_is_more_common_than/

"I've had to show houses on my and my family's birthdays, Mother's Day, Father's Day, my wedding anniversary - I even had clients calling me during one of my kid's high school graduations, even when I told them I'd be unavailable."
u/ssfRAlb, https://www.reddit.com/r/realtors/comments/ihnvvj/my_agent_is_on_vacation_with_no_cell_signal/

"We're planning a family trip soon and I feel bad about not being excited. I know I'm going to be distracted with work calls."
u/Reddittooh, https://www.reddit.com/r/realtors/comments/1l2r4ud/avoiding_burnout/

"I will probably do 50-60 deals this year and GCI will probably end up around 600k. I know I'm doing well and I have a TC and a VA behind me to help already. I just feel burnt out. I feel like I've been on 24/7 and vacations aren't actually vacations anymore."
OP, https://www.reddit.com/r/realtors/comments/1u6zjwx/taking_a_break_at_the_top/

"I don't know what it's like to have younger kids and try to write a contract while putting them to bed."
u/i__cant__even__, https://www.reddit.com/r/realtors/comments/lrkdex/how_to_successfully_keep_from_burning_the_candle/

"I have been working 60-80 hour work weeks for the last 8 years."
u/AnandaPriestessLove, https://www.reddit.com/r/realtors/comments/17soah2/my_day_today_as_a_realtor/

DREAM

"I don't want my kids to be able to say I couldn't actually be present with them because I let my clients come first every second."
u/HWY20Gal, https://www.reddit.com/r/realtors/comments/vyjd5e/why_is_everything_an_emergency_i_cannot_live_like/

"I protect my family time over everything else" ... "I can have 20 listings and not work weekends. You can't have 10 buyers and not work every weekend."
u/theironjeff, https://www.reddit.com/r/realtors/comments/mikwzn/advice_on_hiring_an_assistant/

"Mine tried their very hardest to not bug me at all while I went to europe. For the first time, I was really able to unplug!"
u/worldly-gal, https://www.reddit.com/r/realtors/comments/1l2r4ud/avoiding_burnout/

"Getting an assistant or assistants will lighten the load and prevent burnout." ... "80 to 100 hours is a young realtors game and not sustainable for an entire career."
u/Haunting-Goose-1317, https://www.reddit.com/r/realtors/comments/1nu7glz/preventing_burnout/

"Now that I have toddlers, the weekends are mine."
u/MA-srg, https://www.reddit.com/r/realtors/comments/1u6zjwx/taking_a_break_at_the_top/

"there will always be more houses to sell, but you can't get these moments with your kids back."
u/i__cant__even__, https://www.reddit.com/r/realtors/comments/lrkdex/how_to_successfully_keep_from_burning_the_candle/

GAP: "an emergency call while at the beach this afternoon with my kids"; they want a backup who tries "their very hardest to not bug me at all".

A8. Hiring an assistant that didn't work out

PAIN

"Once we got our VA after about 3 weeks, things started out great, but as time went on, we realized that our VA was not completing tasks and basically not Doug the job at all."
u/laylobrown_, https://www.reddit.com/r/realtors/comments/1ch4sdq/has_anyone_tried_hiring_a_virtual_assistant/

"They all lie about having experience and no nothing!" ... "Some were sleeping some would lie and say they're making calls n they weren't!!!" ... "It was an agency!"
u/Hour-Sprinkles-1530, https://www.reddit.com/r/realtors/comments/ubdk2e/do_you_guys_use_vas_virtual_assistants_if_so/

"I tried it with on VA I found on Fiverr and she was not consistent with her calling."
u/excitedcandy40, https://www.reddit.com/r/realtors/comments/18dluwm/does_anyone_here_have_tried_hiring_a_real_estate/

"They worked under and were supervised pretty closely by the realtor. And they often got stuff wrong." ... "When I paid that low, I usually got half-assed help 😕"
u/scubajay2001, https://www.reddit.com/r/realtors/comments/1jfdqlz/transaction_coordinators/

"My TA also kind of sucks and I'm considering letting her go to hire 2 cyberbackers (I know they also can be horrible)"
u/Opbombshellivy (transaction manager, team of 60), https://www.reddit.com/r/realtors/comments/142trb7/transaction_managers_and_admins_what_task_and/

"I desperately want an assistant, but my issue is I don't trust anybody to not screw up. Our reputation is our whole career and it takes just one person to royally screw that up."
u/jennparsonsrealtor, https://www.reddit.com/r/realtors/comments/1gzwge9/how_do_you_keep_up_with_everything/

"Many people with great vision completely suck at hiring/managing/training, then end up with a team they are always training instead of a team that can actually support and facilitate their needs."
u/Upstairs-Permit-1750, https://www.reddit.com/r/realtors/comments/1iqagqy/how_to_scale_my_business_by_3x/

"Part-time agents usually result in the lowest outputs. They almost never understand you and your business sufficiently enough to make a big enough impact."
u/Mmetr, https://www.reddit.com/r/realtors/comments/18dluwm/does_anyone_here_have_tried_hiring_a_real_estate/

"We do not want to constantly ask, "Did this get done?""
The Megan Makes Moves Team job post, https://www.onlinejobs.ph/jobseekers/job/real-estate-admin-transaction-listing-coordinator-1733735

"Their ISAs are incapable of handling leads and they don't read any notes in my CRM before responding to leads, causing confusion with the lead."
u/EToronto76, https://www.reddit.com/r/realtors/comments/xoziwd/lead_follow_up_services/

DREAM

"I liked the Prialto assistant better but she was more expensive because the service includes backup support and additional management. They even replaced my assistant when she was promoted with a new one and did all the training themselves."
u/anotherpdxlesbian, https://www.reddit.com/r/realtors/comments/1jp00ak/anyone_using_virtual_assistants_for_lead_gen/

"I spot check. Initially it was every deal. Then as I saw no mistakes after a couple months it went to every few deals. Now it's once every couple months."
u/RadishExpert5653 (7 years, one TC), https://www.reddit.com/r/realtors/comments/1jfdqlz/transaction_coordinators/

"Give the strongest candidate a paid trial involving one or two files, and check how they communicate when information is missing rather than only when everything goes smoothly."
u/IncreaseNegative4614, https://www.reddit.com/r/realtors/comments/1vh0b3k/hiring_a_transaction_coordinator_any_ideas_where/

"we started with the small things first such as content creation, calendar management, social media management, and data entry. These are some tedious jobs that are not where someone could screw up but takes a lot from my plate."
u/karuto777, https://www.reddit.com/r/realtors/comments/1gzwge9/how_do_you_keep_up_with_everything/

"We want someone who can look at the business, see what needs attention, and make sure it gets handled."
The Megan Makes Moves Team job post, https://www.onlinejobs.ph/jobseekers/job/real-estate-admin-transaction-listing-coordinator-1733735

GAP: "I don't trust anybody to not screw up"; the one who worked came with "backup support and additional management" and a replacement trained for them.

THE HIRE IS ITSELF THE PAIN (from the job posts). Agents write screening mazes because they have been burned: subject line tests ("I Am Your TC" [B31], "ALOHA CHAD" [B27], "YOUR MOVE" [B22], "EXPERT" [B24], "Homeology TC & Admin" [B28]), DISC tests (B5, B6, B7, B19), internet speed test screenshots (B2), intro videos (most posts), and one employer requires the resume in "Green font", the work experience in "Blue font" and the cover letter in "Purple font" (B16), then reposted with "Yellow font", "Green font" and "Red font" (1726371), plus a hunt for planted errors: "Do not assume that everything in the job posting is perfect." DREAM implied: DERIVED, not a quote: someone else does the vetting, the training and the replacing.

A9. Fear of offshore help

PAIN

"I personally don't like VA's. It's very impersonal and your client may not get the same person. In a month (plus) long contract you need consistency."
u/Character-Reaction12, https://www.reddit.com/r/realtors/comments/1gf4nvu/advice_on_virtual_assistants/

"The offshore VA's are not likely to know real estate laws in your state, fair housing laws, etc. It's tempting to have a cheap VA rip through a list of 1000 people to drum up business, but you could end up opening yourself to massive liability."
u/True-Swimmer-6505 (OP), https://www.reddit.com/r/realtors/comments/1jp4h1h/be_careful_with_hiring_unlicensed_virtual/

"Also, opening the door to massive damage to your brand and reputation."
u/Pitiful-Place3684, same thread

"I don't let my VA do cold calling because of his accent"
u/mydogsniffy, same thread

"If it's a high-end area (I also work in several high-end markets) those types of buyers and sellers don't respond well to offshore phone prospectors." ... "Not a month later with some caller from the Philippines offering information."
u/asktrevor, https://www.reddit.com/r/realtors/comments/xoziwd/lead_follow_up_services/

"I would never use a TC that wasn't local personally. We have several pieces of paperwork that switch around in every city around us."
u/nofishies, https://www.reddit.com/r/realtors/comments/1jfdqlz/transaction_coordinators/

"I hire overseas and it makes my blood boil when I see agents talking about how little they pay their VAs in the Philippines sometimes, not to mention probably most of their real estate clients would want to yak if they knew about it too."
u/LabTestedRE, https://www.reddit.com/r/realtors/comments/102rn4p/virtual_assistants/

"I had one posting to Craigslist at about $3 dlls an hour and it was a pain having to clear up any minor misunderstanding that deviated from the process."
u/goosetavo2013, https://www.reddit.com/r/realtors/comments/3clfd2/virtual_assistants_do_you_use_them_do_they_help/

"What is the benefit of outsourcing that job to another country if it's the same price?"
u/prodiver, https://www.reddit.com/r/realtors/comments/3pc8qz/im_an_expat_in_the_philippines_and_cant_throw_a/

"Customer service. When you call their customer service you get some foreigner that you can barely understand."
Verified Reviewer, Team Lead, Capterra review of Lofty, Nov 11, 2025, https://www.capterra.com/p/157457/Lofty/reviews/

DREAM

"I would not have any issues with hiring a remote TC."
u/RadishExpert5653, https://www.reddit.com/r/realtors/comments/1jfdqlz/transaction_coordinators/

"I don't think any realtor would bat an eye at using a remote TC. Being responsive by phone and email is all that really matters."
u/thatdumbbaciagaloop, https://www.reddit.com/r/realtors/comments/9fmd17/has_anyone_used_a_remote_transaction_coordinator/

"She is 100% available by phone and e-mail and that's the only thing that has ever mattered to me."
u/Realty214, same thread

"10 bucks an hour direct is better for both parties."
u/Squidbilly37 (married to a Filipina, home in Manila), https://www.reddit.com/r/realtors/comments/102rn4p/virtual_assistants/

"Generally, they will excel at admin tasks and struggle more at sales tasks."
u/goosetavo2013, https://www.reddit.com/r/realtors/comments/3clfd2/virtual_assistants_do_you_use_them_do_they_help/

"I am open to a virtual role if it makes sense, I've just never hired someone online and wanted a bit of guidance." ... "UPDATE!! I just hired someone from Assist World this morning!!"
u/Abject-Sprinkles-120, https://www.reddit.com/r/realtors/comments/1vh0b3k/hiring_a_transaction_coordinator_any_ideas_where/

GAP: "your client may not get the same person" and the caller "from the Philippines"; they are fine with remote when it is "the same person", "responsive by phone and email", and kept to admin, not sales calls.

A10. The price objection, in their numbers (context for every pair above)

"It seems like a lot of money I'm giving her & would like to avoid this in my next one."
OP (first deal), https://www.reddit.com/r/realtors/comments/12gnp49/ever_use_a_tc_on_your_transactions/

"My TC is literally the biggest expensive in my business other than myself and taxes and I have considered switching to a VA"
u/RadishExpert5653, https://www.reddit.com/r/realtors/comments/1jfdqlz/transaction_coordinators/

"Though their fees have increased exponentially over the pandemic."
u/PolarBear_Dad, https://www.reddit.com/r/realtors/comments/ym157f/sky_slope_vs_paying_a_virtual/

"An agent closing 30 deals a year is basically paying less than $15k for a TC handling most of what a $55k a year admin would handle."
u/AgentKeeper, https://www.reddit.com/r/realtors/comments/1953yof/what_is_a_fair_paycheck_for_a_real_estate/

"Waste of money. Never used one in 7 years. Never needed one."
u/IusedtoloveStarWars, https://www.reddit.com/r/realtors/comments/12gnp49/ever_use_a_tc_on_your_transactions/

"Ive had a hard time letting go to a TC. Very rarely do I slip up and miss something." ... "My average price point in my market is about 250k, and TCs are charging $400 or so. I have the time to do the work, so I'd rather do it myself for now."
u/thatzwhatido_1 (3 to 4 closings a month), https://www.reddit.com/r/realtors/comments/1ex593m/consistently_closing_34_transactions_a_month_my/

What agents say they pay, verbatim figures with sources:

Direct hire rates in Section B, for comparison: the 31 onlinejobs.ph posts offer $3 to $10 an hour, most $5 to $7. Only one (Homeology Real Estate, B28) reaches $8 to $10. US postings in Section B pay $22 to $32 an hour, or $40,000 to $85,000 a year.

B. JOB POSTS

49 real current postings for TC and below. 31 from onlinejobs.ph (US agents and teams hiring a Philippines based person directly, the exact buyer Chau competes for) and 18 from LinkedIn public job pages (US based hires, the price Chau is being compared against). All were fetched on 2026-09-24. onlinejobs.ph shows a "DATE UPDATED" field, given as "updated". LinkedIn dates are the listing's posted date.

Excluded on purpose: wholesaling, novation, dispositions, property management, Airbnb, Canadian teams, commercial real estate, a law firm, a loan processor, builders' lot sales, and ISA or appointment setting roles (for example EmpowerHome's "Real Estate Assistant" is an inbound and outbound lead conversion role at $70,000 to $100,000+, https://www.linkedin.com/jobs/view/4463860952). Duplicates are noted on the posting they duplicate.

Each posting is also a lead. Where the team named itself, the name is in the row. onlinejobs.ph hides the employer name unless the employer wrote it into the post.

Competitors seen hiring on onlinejobs.ph (not leads, context only):

• A "US-based real estate operations company" hiring 3 onsite TCs in Metro Manila for "US brokerages and real estate teams across multiple states", $800 to $1,000/month, "97% minimum" accuracy, a "Two-Week Paid Trial", https://www.onlinejobs.ph/jobseekers/job/transaction-coordinator-full-time-onsite-metro-manila-us-business-hours-night-shift-1639010 (updated Jul 1, 2026)
• Jordy Luxe Transactions (Virtual Luxe Solutions), a US TC company, part time assistant at $480/month supporting "up to 60 active transactions", Aframe, https://www.onlinejobs.ph/jobseekers/job/real-estate-transaction-coordinator-assistant-part-time-high-potential-into-a-full-time-1684444 (updated Jul 7, 2026)
• An "Independent Real Estate Transaction Coordinator Company" (California, Compass tools, AFrame, Zipforms, Glide), $5/hr, https://www.onlinejobs.ph/jobseekers/job/california-real-estate-transaction-coordinator-1724457 (updated Sep 5, 2026)

B.0 Index, one row per posting

B.1 Each posting in full

B1. Listing Coordinator

Duty bullets, verbatim:

Looking for a transaction coordinator for our real estate team.

Schedule Photography / Sign Installs

Schedule sign removals

Prep listing documents/disclosures

Pre list to contract

Calender invites for listing deadlines

Need experience working with 10-20 agents

SKILL REQUIREMENT

B2. EXPERIENCED REAL ESTATE VA

Duty bullets, verbatim:

Excellent spoken and written English

Experience in Real Estate - must be familiar with pre-contract to post-closing process

Strong computer skills

High-speed, reliable internet connection

Prior administrative experience

Experience using:

Google Workspace (Docs, Sheets, Gmail, Drive)

Excel / Google Sheets

Constant Contact (or similar email marketing tools)

Bonus Skills (Not Required, But a Plus)

Canva

Lofty or other CRM's

B3. Real Estate Transaction Coordinator (TC)

Duty bullets, verbatim:

Experience coordinating or assisting on California real estate transactions and contracts. THIS IS A MUST

Strong understanding of real estate contracts and disclosures, specifically California (other states a plus)

Experience using transaction management or CRM platforms

Excellent written and spoken English

Strong attention to detail and organizational skills

Ability to manage multiple transactions simultaneously

Reliable internet connection and professional remote work setup, including backup power and ineternet.

Ability to work independently while collaborating with a team

B4. Listing Coordinator

Duty bullets, verbatim:

Compliance Management

Review listing agreements and other required paperwork for accuracy and completeness

Ensure all required documents are collected, signed, and compliant

Maintain complete and organized transaction files

Monitor compliance and brokerage requirements

Communication & Updates

Provide regular status updates to agents and internal tea ---------- mbers

Proactively communicate upcoming deadlines or missing items

Serve as a reliable point of contact throughout the listing process

Systems & Organization

Update CRM and transaction management systems accurately

Maintain checklists and workflows for each file

Ensure all tasks are completed on time and documented properly

B5. High-Volume Real Estate Transaction Coordinator

Duty bullets, verbatim:

Transaction Management: Oversee all stages of buyer transactions, listings, and leases, tracking and driving critical deadlines (inspections, appraisals, financing contingencies, and settlement).

Voice & Video Communication: Act as a central point of contact. You will regularly hop on phone calls and Google Meets with U.S. agents, team leadership, clients, lenders, and title companies.

Documentation & Compliance: Review, prepare, and organize state-specific real estate contracts, disclosures, and closing documents with meticulous accuracy.

Process Building & Logistics: Help design, streamline, and implement backend systems and checklists to improve team efficiency. Maintain transaction calendars and closing schedules.

Database Maintenance: Update and maintain our CRM and transaction management platform daily to keep all deal statuses current.

B6. Compliance / Real Estate Coordinator

Duty bullets, verbatim:

Manage transaction files and ensure compliance with company standards

Organize and update trackers for contracts, deadlines, and lockbox or supra usage

Coordinate with agents, clients, and tea ---------- mbers to keep tasks on schedule

Review and audit transaction documents for accuracy and completeness

Dedicate time to handling SISU tasks and ensure proper reporting

Support operational processes and help streamline workflows

B7. Keller Williams Transaction Coordinator (Full-Time, Long-Term VA)

Duty bullets, verbatim:

Manage real estate transactions from contract to closing

Review contracts and documents for missing information or signatures

Create and maintain complete transaction files

Track all important dates, deadlines, and contract requirements

Send reminders and follow up with agents and all parties

Coordinate inspections, appraisals, financing, title work, walkthroughs, and closings

Communicate with buyers, sellers, agents, lenders, title companies, and other partners

Request and organize required documents

Update transaction information in the team’s systems

Make sure files meet Keller Williams compliance requirements

Provide regular updates about each transaction

Identify possible problems early and help keep the transaction moving

Complete tasks accurately and on time

Protect all private client and company information

B8. Real Estate-Transaction Coordinator

Duty bullets, verbatim:

Manage transactions from executed contract through closing

Coordinate communication between agents, clients, title companies, lenders, and vendors

Track and manage all contractual deadlines and contingencies

Maintain complete and compliant transaction files

Update CRM systems and transaction management platforms

Provide regular status updates on active transactions

Assist with administrative and operational tasks as needed

B9. Real Estate Executive Assistant

Duty bullets, verbatim:

1. CRM & Database Management

Maintain a large client and prospect database (CRM: Currently Brivity) with clear, accurate, and up-to-date notes and records. Be able to export and import csv/excels with data and manage a daily changing flow of list.

2. Lead Follow-Up & Communication

Must be comfortable with reaching out to contact potential and current clients via phone call, text message, and email. Use motivational interviewing to qualify and move people up our pipeline process and be proactive in long term follow up to ensure a client never falls through the cracks. Must be comfortable on or off the phone.

3. Support the Team Leader

Learn the Team Leader’s schedule, priorities, and work style. Take clear and concise notes during meetings. Create an environment that supports productivity by managing, delegating, or minimizing distractions. Protect the teams 20% priorities.

4. Systems & Process Implementation

Help develop and implement processes for buyers, sellers, lead generation, database management, and transaction support. Monitor systems and suggest improvements when needed.

5. Operations Manual Management

Be able to create and maintain our operations manual documenting systems, workflows, and standards.

6. Tracking & Reporting

Track, measure, and report activities and key metrics (calls made, leads generated, contracts, etc.) so the team can adjust and stay on pace for goals. Proficiency in using excel/google sheets beyond just data entry is a must as you may need to work with formulas and multiple sheet interactions.

7. Agent Support

Assist multiple agents with managing contacts, responding to client inquiries, scheduling appointments, and maintaining follow-up systems.

8. Marketing Support

Assist with email marketing, using systems like Flodesk or Mailchimp to send out newsletters, items or value, MOFIRS and others. Be able to coordinate and many times create social media posts, and simple video through Canva, Capcut

9. Transaction Coordination Support

Help coordinate pending transactions through the closing process. Be able to track and communicate with multiple parties at the same time while maintaining confidential information and documents.

B10. Transaction Coordinator

Duty bullets, verbatim:

Manage transaction files from executed contract through closing

Track and enforce key contract deadlines (inspection, financing, appraisal, closing dates)

Coordinate with agents, buyers, sellers, lenders, title/escrow, and other parties

Prepare, organize, and submit required documents and disclosures

Ensure compliance with brokerage and state real estate requirements

Maintain accurate, up-to-date records in the transaction management system/CRM

Send timely status updates and reminders to all parties

Flag issues or delays early and help resolve them proactively

B11. Real Estate Transaction Coordinator

Duty bullets, verbatim:

Transaction Management

Manage every transaction from listing agreement through closing.

Coordinate all contract deadlines and contingency dates.

Prepare and manage all transaction files in Dotloop.

Ensure all required documents are complete and signed.

Track inspections, appraisals, financing, and closing milestones.

Coordinate with buyers, sellers, lenders, title companies, attorneys, and cooperating agents.

Ensure every file is complete and ready for closing.

Listing Management

Prepare new listings for market.

Enter and maintain listings in the MLS.

Upload property photos, documents, disclosures, and marketing materials.

Verify listing accuracy before going live.

Coordinate price changes, status updates, and listing modifications.

Remove or update listings as transactions progress.

Photography & Marketing Coordination

Schedule professional photography.

Coordinate drone photography, video, and virtual tours.

B12. Real Estate Virtual Assistant

Duty bullets, verbatim:

Do not apply for this position if you do not have experience working with real estate agents. Looking only for people with great experience.

Looking for a Real Estate Virtual Admin assistant to complete daily tasks and assure smooth transactions. Must have experience in the real estate transaction process and have knowledge of what needs to be done for compliance and to serve the client at a high level. Must be a proactive and independent with excellent communication skills.

SKILL REQUIREMENT

B13. Real Estate Virtual Assistant (REVA) / Transaction Coordinator

Duty bullets, verbatim:

Manage real estate transactions from listing to closing, including preparing deal sheets, contracts, disclosures, lease renewals, listing paperwork, and obtaining digital signatures.

Coordinate with buyers, sellers, attorneys, lenders, title companies, cooperating agents, vendors, and internal tea ---------- mbers to ensure transactions stay on schedule.

Monitor deadlines, follow up on outstanding documents, and maintain accurate transaction records.

Create, update, and manage MLS listings, including property details, pricing, statuses, photos, captions, open houses, and listing documentation.

Prepare Comparative Market Analyses (CMAs), MoxiPresentations, listing presentations, and research property information, taxes, comparables, and market data.

Coordinate property marketing by requesting and organizing brochures, flyers, social media graphics, signs, AI-enhanced listing images, and other marketing materials.

Manage the agent's email inbox by prioritizing, organizing, responding to messages, and following up with clients, agents, vendors, and service providers.

Schedule showings, inspections, open houses, appointments, and calendar events while coordinating with all parties involved.

Answer buyer, seller, tenant, and agent inquiries via phone, email, and text with professionalism and excellent customer service.

Maintain CRM records, contact databases, mailing lists, digital files, and transaction documentation.

Conduct administrative and research tasks, coordinate with photographers, sign companies, marketing teams, and other vendors, and perform other duties as assigned.

B14. Remote Transaction Coordinator

Duty bullets, verbatim:

Transaction Management: Open and manage files from executed contract through closing. Track every deadline in the transaction timeline.

Document Coordination: Collect, organize, and submit required documents and disclosures. Keep files complete and compliant.

Communication: Coordinate with agents, lenders, title companies, and clients to keep everyone updated and on track toward closing.

MLS and CRM Support: Input and update listing information in the MLS. Maintain accurate client and transaction records in the CRM.

Closing Support: Confirm final closing details, coordinate signing logistics, and ensure a smooth handoff at close of escrow.

B15. Transaction Coordinator

Duty bullets, verbatim:

Manage residential transactions from contract to close, ensuring compliance at every milestone

Send introduction emails and serve as the central point of coordination for buyers, sellers, lenders, escrow, and agents

Set up and track critical timelines and deadlines

Prepare and manage amendments, addendums, and required disclosures

Coordinate weekly lender follow-ups, appraisal, Clear to Close, CD review, and loan doc signing

Handle escrow communication, CDA delivery, and closing timeline management

Ensure brokerage compliance and enter required data in broker back-office systems

Provide proactive, timely updates so agents never wonder where a deal stands

B16. Executive Residential Real Estate Virtual Assistant

Duty bullets, verbatim:

Support residential real estate transactions from contract through closing.

Track important dates, deadlines, contingencies, inspections, appraisals, financing, and settlement requirements.

Prepare, organize, and review contracts, disclosures, addenda, and other transaction documents.

Maintain complete and organized transaction files.

Coordinate with buyers, sellers, agents, lenders, title and settlement companies, attorneys, inspectors, appraisers, vendors, and other professionals.

Follow up on outstanding documents, signatures, payments, and transaction requirements.

Assist with transaction management platforms such as SkySlope, Dotloop, or similar systems.

Help ensure transaction-related tasks are completed accurately and on time.

Identify missing information, inconsistencies, or potential issues and bring them to the team's attention promptly.

MLS & Listing Support

Assist with preparing and maintaining residential property listings.

Enter and update listing information accurately in the MLS.

Review listing details for accuracy, including property information, pricing, dates, remarks, showing instructions, disclosures, and other required information.

Assist with listing status changes, listing updates, photos, documents, and other MLS-related tasks.

Research comparable properties and market information when requested.

Assist with listing preparation and property marketing coordination.

Double-check MLS information before publishing or making changes.

CRM, Database & Lead Management

B17. Real Estate TC OPEN TO CLOSE EXPERIENCE COLORADO EXPERIENCE

Duty bullets, verbatim:

Looking for experience Transaction Coordinator for Colorado, Texas, and FL! MUST KNOW OPEN TO CLOSE, and know the process of transactions.

Looking to hire immediately!

SKILL REQUIREMENT

B18. REAL ESTATE OPERATIONS & TRANSACTION COORDINATOR

Duty bullets, verbatim:

Manage buyer and seller transaction files from contract to close.

Track contract deadlines, compliance items, and required follow-up.

Prepare listing paperwork, buyer paperwork, amendments, disclosures, and closing documents.

Schedule and confirm inspections, appraisals, walkthroughs, repairs, closings, and vendor appointments.

Communicate with closing attorneys, lenders, inspectors, agents, vendors, and clients regarding status updates.

Maintain complete and organized files in ---------- , Dotloop, Google Drive, Microsoft 365, or similar systems.

Ensure transaction files are uploaded, labeled, organized, and completed correctly.

Support MLS input, listing accuracy, and listing launch timelines.

Coordinate photography, video, signage, lockboxes, showing instructions, print collateral, and listing pages.

Create and schedule branded marketing assets in Canva.

Support email newsletters, listing promotions, client updates, and basic social media scheduling.

Prepare presentations, market summaries, checklists, transaction summaries, and client reports.

Manage calendar support, inbox triage, appointment scheduling, and task follow-up.

Keep CRM records current and log client communication with clear follow-up actions.

Send milestone reminders, check-ins, transaction updates, and post-closing follow-up.

Support appreciation gestures, client events, and long-term relationship follow-up.

Identify missing information, delays, or issues early and flag them quickly.

Follow standard operating procedures and help improve repeatable processes over time.

B19. Transaction Coordinator / Listing Specialist - High Performing Real Estate Team

Duty bullets, verbatim:

Listing Management: Oversee end-to-end listing coordination for residential sales, land transactions, and lease listings across multiple team agents.

Workflow Execution: Manage MLS input, property documentation, disclosure packages, seller communications, and scheduled task timelines from initial sign-up to active status.

Multi-Agent Coordination: Function as the primary operational engine for various team agents, keeping all administrative details organized, on track, and error-free.

Compliance & Audit: Review all real estate contracts, listing agreements, and disclosures to ensure 100% compliance with state regulations and brokerage guidelines.

Stakeholder Communication: Serve as a central point of contact for sellers, agents, photographers, sign installers, and internal team members to ensure smooth operations.

B20. TRANSACTION COORDINATOR - REAL ESTATE

Duty bullets, verbatim:

File and organize client information, property documents, and transaction records

Coordinate listing details across platforms and maintain accurate records

Draft and prepare real estate agreements and documents

Send prepared documents through DocuSign for e-signatures from clients and partners

Track transaction progress from listing to closing and flag any outstanding items that need attention

Create and document SOPs for recurring admin tasks to streamline workflow and improve efficiency

Manage all transaction-related correspondence and coordinate between clients, lenders, inspectors, and other parties

Maintain organized filing systems for active and closed transactions so everything is easy to find

B21. Admin Assistant / Transaction Coordinator

Duty bullets, verbatim:

Assist with real estate transactions, deadlines, documents, and follow-ups

Communicate with clients, agents, lenders, title companies, and vendors

Manage emails, phone calls, CRM records, and administrative tasks

Keep bookkeeping, expenses, and monthly financial records organized

Assist with miscellaneous admin and marketing tasks, including outbound marketing calls and lead follow-up

B22. Real Estate Virtual Assistant, Lead Management, Transaction Coordination & Social Media

Duty bullets, verbatim:

Manage and organize incoming real estate leads

Consistently follow up with leads by text, email, and phone when needed

Update lead notes, statuses, tasks, and follow-up dates

Make sure no lead falls through the cracks

Assist with nurturing buyer, seller, expired, and other real estate leads

Experience using Follow Up Boss is strongly preferred

Georgia Transaction Coordination

Must have experience assisting with Georgia real estate transactions

Track contracts from binding agreement through closing

Monitor important dates and deadlines

Organize transaction documents and files

Communicate with agents, lenders, attorneys, clients, and other parties as needed

Assist with amendments, compliance documents, and transaction checklists

Help make sure files are complete and deadlines are not missed

Social Media Management & Content Creation

Help manage our Facebook, Instagram, and other social media platforms

Create branded social media graphics and content

Create posts for new listings, under contracts, closings, buyer opportunities, educational content, agent branding, etc.

B23. REAL ESTATE ADMIN + TRANSACTION & LISTING COORDINATOR

Duty bullets, verbatim:

You will help manage transactions from binding contract through closing, including:

Create and organize transaction files

Upload contracts, amendments, disclosures, and other documents

Review files for missing signatures, initials, dates, and documents

Track Earnest Money deadlines

Track Due Diligence deadlines

Track Financing and Appraisal deadlines

Track Closing dates

Send under-contract/introduction emails

Communicate with lenders, closing attorneys, cooperating agents, vendors, and clients

Follow up on outstanding items

Maintain transaction checklists

Keep the agent updated on deadlines and potential issues

Prepare files for closing

Complete post-closing organization

LISTING COORDINATION & MLS INPUT

You will assist with listings from pre-listing through closing, including:

Input new listings into MLS

B24. Real Estate Operations Assistant

Duty bullets, verbatim:

Real Estate Operations

Prepare buyer's agreement packages and presentations

Prepare listing materials: CMA, presentation deck, and seller packet

Coordinate photos, video, and floor plans; create simple listing landing pages

Book and manage vendors (photographers, stagers, videographers)

Client Care & Showing Support

Act as client concierge: timeline updates, vendor introductions, and post close follow up

Schedule and manage Eventbrite for office events, showings, private tours, and broker previews

Send welcome materials and handle closing gifts / review requests

Transaction & Escrow Support

Manage transaction files and e-signatures (SkySlope/DocuSign)

Track deadlines and coordinate with escrow, lenders, inspectors, and contractors

Lead & Marketing Support

Maintain CRM and run basic drip campaigns and lead routing (BoldTrail/Follow Up Boss)

Send blast texts and emails

Post social content (Reels/TikTok/IG) and support simple ad/landing page setups

Do targeted outreach to local agents, neighborhood contacts, and investor lists

Systems & Reporting

B25. Virtual Assistant, CRM Management & Real Estate Transaction Coordinator

Duty bullets, verbatim:

Organize buyer, seller, past-client, sphere and referral records

Assign appropriate stages, categories and tags

Maintain accurate notes and contact information

Ensure active prospects have a scheduled next action

Create 30-, 60- and 90-day opportunity lists

Prepare weekly prospect and client follow-up lists

Track lead sources and movement through the sales pipeline

Identify property-care clients with potential real-estate needs

Maintain post-closing follow-up plans for past clients

Create a transaction file immediately after receiving a signed contract

Enter all important dates and deadlines into the appropriate system

Maintain a transaction checklist from contract through closing

Confirm that required documents are complete and properly organized

Distribute executed documents to the appropriate authorized parties

Coordinate administrative communication among clients, attorneys, lenders, inspectors and cooperating agents

Track due-diligence, earnest-money, inspection, appraisal, financing and closing deadlines

Schedule inspections, walkthroughs and other appointments when directed

Follow up for missing documents, signatures and status updates

B26. Real Estate Virtual Assistant - Contract Management / Maintain and Nurture Database / Content Creation

Duty bullets, verbatim:

Transaction Coordination - utilization of Remine + ability to write offers for my review before forwarding to prospective buyers

Submit all necessary documentation to the office broker for file compliance.

Regularly update and maintain communication with clients if needed.

Coordinate/schedule moving and closings.

Listing Input - FMLS & GAMLS (Georgia)

Database Management - experience with KW Command would be great!

Send out campaigns for just sold/listed

Create monthly newsletter

Research on lead's personal information such as date of birthday, phone numbers, email

address, social media accounts, etc. (data mining)

Outbound Prospecting - email and potential utilization of Mojo Dialer

Calendar Management - Google Calendar

Social Media Experience (Not a dealbreaker but would be a plus if you have any background in utilizing capcut) - Content creation

Designs printable flyers for listings, open houses, etc

Measures the success of each digital marketing campaigns

Would be great if you could also:

Creates & edits quality multimedia marketing content such as videos, photos, presentations, flyers, etc

SKILL REQUIREMENT

B27. Real Estate Executive Assistant / Virtual Assistant

Duty bullets, verbatim:

If I tell you that I need to call someone and haven’t done it, remind me.

If a transaction deadline is approaching, recognize it and make sure we address it.

If a lead hasn’t been followed up with, bring it to my attention.

If something is unfinished, keep track of it until it’s completed.

Eventually, I want you to be able to tell me:

“Here are the things that need your personal attention today. I’ve already handled everything else.”

Manage and organize Follow Up Boss CRM

Enter and update contacts

Clean up duplicate and incomplete records

Tag and categorize leads and clients

Maintain accurate notes, stages, tasks, and follow-up dates

Identify leads that need follow-up

Create daily follow-up lists for me

Track outstanding conversations and next steps

Help make sure leads don’t get forgotten

Assist with database nurture and reactivation campaigns

Help organize prospecting and call lists

Email, Calendar & Organization

B28. HIRING DIRECT: Real Estate Transaction Coordinator & Team Administrative Assistant

Duty bullets, verbatim:

Open transaction files, maintain checklists, and track important dates from accepted contract through closing.

Monitor inspection, appraisal, financing, contingency, and closing deadlines. Send reminders and promptly flag approaching deadlines or delays.

Coordinate inspection scheduling and follow up on reports and outstanding items.

Communicate professionally with agents, clients, escrow, title, lenders, inspectors, and other transaction participants.

Organize documents, check for missing signatures or information, and follow up on outstanding paperwork.

Enter and maintain transaction files in SkySlope and keep SISU records and transaction updates current.

Prepare and route agent-approved paperwork through our team DocuSign account.

Assist with listing paperwork, disclosures, and agent-directed modifications such as price reductions. MLS entry is outside this role.

Follow brokerage submission procedures and resolve administrative file deficiencies.

Use a dedicated team email account, team signature, and Slack for consistent communication.

Agents and the team leader handle negotiations, contract interpretation, client advice, and transaction decisions.

TEAM ADMINISTRATION

You will also help manage recurring administrative tasks, including:

Maintain accurate records in Follow Up Boss and SISU, including keeping our client records up to date as transactions close.

Prepare recurring activity reports, lead audits, and accountability updates.

Coordinate agent onboarding and offboarding checklists, paperwork, and administrative follow-up.

Prepare team announcements, meeting reminders, calendar updates, and event communications.

Create and update Canva materials, open house flyers, social media content, and email newsletters using team templates and approval procedures.

B29. Real Estate Executive VA / High-Volume Transaction Coordinator

Duty bullets, verbatim:

Open and organize transaction files immediately after properties go under contract.

Create and maintain complete contract-to-close timelines.

Review contracts and files for required documents, signatures, dates, and missing information.

Track inspections, repair negotiations, appraisal, financing, title work, contingencies, closing, and possession.

Maintain detailed transaction checklists.

Monitor all contractual deadlines.

Send agents reminders regarding upcoming deadlines and outstanding requirements.

Follow up proactively on missing signatures, forms, documents, and information.

Coordinate routine communication with agents, lenders, title companies, inspectors, vendors, clients, and other parties.

Keep agents informed about their transaction status.

Maintain clear notes and documentation on every file.

Ensure transaction files remain organized and complete throughout the process.

Complete final file reviews before and after closing.

Escalate problems or unusual situations before they become emergencies.

MLS & Listing Coordination

Dotloop Management

Executive Calendar & Email Management

SKILL REQUIREMENT

B30. Transaction Coordinator

Duty bullets, verbatim:

Prepare contracts and transaction documents as directed by licensed agents

Create and maintain complete transaction files

Coordinate transactions from accepted offer through closing

Track attorney review, deposits, inspections, appraisal, mortgage commitment, title and closing deadlines

Coordinate inspections, appraisals, walkthroughs and transaction-related appointments

Communicate with attorneys, lenders, title companies, cooperating agents, inspectors and vendors

Track inspection items, repair requests, credits and outstanding documentation

Coordinate CO, smoke/fire certifications and applicable municipal requirements

Prepare commission paperwork and closing documentation

Maintain compliance checklists and ensure required documents are complete

Keep agents and team members updated on transaction status

Identify potential problems and approaching deadlines before they become emergencies

Proactively follow up when information, signatures or documentation are outstanding

Maintain accurate transaction records from contract through closing

Provide professional client updates, primarily through text and email

Answer routine transaction questions while appropriately escalating negotiations, legal questions and sensitive client matters to the agent

B31. Transaction Coordinator - Real Estate - Texas, USA

Duty bullets, verbatim:

Open new files immediately upon executed contract and set up the full transaction in our systems.

Track every deadline: option period, financing, appraisal, title, HOA, survey, closing.

Coordinate communication between agents, lenders, title companies, inspectors, co-op agents, and clients.

Keep our CRM and transaction management software clean, accurate, and up to date, daily.

Send timely status updates to agents and clients without being asked.

Review contracts and addenda for missing signatures, dates, initials, and required disclosures.

Schedule inspections, appraisals, and final walkthroughs.

Prepare and send all required broker compliance documents.

Anticipate problems before they happen and flag them early.

Run a clean closing, clear-to-close confirmed, funding confirmed, files compliant.

Results (What Success Looks Like)

100% of files compliant with broker requirements before closing.

Zero missed contractual deadlines.

Agents on the team free to sell, not chase paperwork.

Clients consistently say some version of: "I have never felt more taken care of in a real estate transaction."

100% of files compliant with broker requirements before closing.

Zero missed contractual deadlines.

Agents on the team free to sell, not chase paperwork.

B32. Transaction Coordinator, Sotheby's International Realty, Los Angeles (Brentwood), Hybrid

Duty bullets, verbatim:

Help coordinate files for sales associates which may include, but is not limited to, contacting clients, sales associates, and escrow companies for all required documents

Monitor all files for all required signatures, documents, and dates ensuring that files are maintained in an organized and thorough manner

Upload and maintain documents in our transaction management program called Transaction Manager

Send reminders to sales associates of items that are due on each file

Input and monitor each escrow’s information in real estate databases for tracking purposes, (i.e., contingency dates, contact information, opening and closing dates).

Strong working knowledge of CAR (California Association of Realtors) contracts and disclosures

Assist sales associates and escrow companies with needed documents

Maintain and track all closed archive files

Create broker files for each transaction

Provide daily office updates of new, pending and closed escrows ensuring effective communication with the Office Administrator and Brokerage Manager

Provide backup to the Office Administrator and the Front Desk when needed

Assist with other general administrative duties when needed

B33. Listing/Sales Coordinator

Duty bullets, verbatim:

Perform data input functions, process real estate information and maintain MLS listings and sales records. Verify information with sales associates to ensure

accurate listings.

Manage on/off-boarding of agents with all brokerage-provided agent-facing technologies (e.g., MLS, CRM, transaction management systems, etc.).

Provide administrative support:

Answer phones, monitor hotline, greet visitors and schedule appointments

Distribute mail, maintain office appearance and order office supplies

Track sign inventory, prepare packets and maintain office equipment

Maintain/manage active files to price reductions, extensions, expirations - to ensure all information is entered and/or reports and disclosures are forwarded in a timely

manner. Keep agents informed on the progress of the files.

Order supplies and coordinate with copier vendor for toner and service.

Perform any additional responsibilities as requested or assigned.

B34. Transaction Coordinator

Duty bullets, verbatim:

Manage the listing launch and contract to close process for all transactions

Enter listing data, descriptions and pictures into MLS

Coordinate photography, staging and other listing launch functions

Act as the liaison between real estate agents, clients, attorneys, escrow companies and mortgage brokers

Read all aspects of contracts in order to execute obligations and to maintain all trailing paperwork: inspection reports, receipts, bills, etc.

Execute all administrative tasks involved in closing a sale

Create timelines and follow-up processes to ensure all transaction deadlines are met

Maintain accurate and compliant transaction files

Provide weekly check-ins with real estate agents to ensure timely closings

Commit to weekly 1:1 coaching session, weekly trainings and Partner Call

Track activities and tasks in PLACE Technology

B35. Real Estate Transaction Coordinator

Duty bullets, verbatim:

Serve as liaison between agents, clients, attorneys, escrow companies, and mortgage brokers throughout the sale, and manage all administrative tasks involved in closing

Create transaction timelines and follow up with all parties to ensure deadlines are met and contingencies are released

Maintain accurate, compliant files for every transaction, including house files in our CRM, DTM, and Slack

Review contracts and summarize key terms, conditions, and contingency dates

Assist agents in writing purchase contracts as needed

Keep agents informed throughout each transaction on important dates, missing documents, calendar reminders, and file compliance status

Communicate regularly with clients, sending reminders, checking in, and setting expectations for each stage of the closing process

Build strong relationships with lenders, inspectors, appraisers, and cooperating agents to keep closings running smoothly

Draft addenda as needed, keep them on file, and share them with relevant parties

Act as the first point of contact for questions from agents, clients, attorneys, lenders, appraisers, and other transaction coordinators

Help coordinate closing date, time, and location and notify all parties

Prepare commission statements for listings and verify commissions and prorations on buyer and listing transactions prior to closing

Close out files after closing, including updating MLS status, final file review, and check processing

Follow up with clients during and after the transaction to check in and request testimonials

B36. Listing Coordinator

Duty bullets, verbatim:

Manage listing intake from executed listing agreement through MLS activation and marketing launch.

Review listing documentation for completeness, compliance and brokerage standards prior to activation.

Enter and audit listings FMLS, GAMLS, dash, Navica (and other MLSes/listing systems as needed) with strict accuracy and adherence to MLS regulations

Coordinate status updates including Registered, Coming Soon, Active, Under Contract.

Ensure all required disclosures, documents and amendments are properly executed and stored in

required MLSes and internal systems.

Initiate marketing workflow once listing documentation is approved by adding the listing to

Monday.com.

Collaborate with PhotoMagic to coordinate photography/ videography listing materials and assets

are approved and ready for upload.

Verify property details, including square footage, tax records, legal descriptions, and HOA

information.

Monitor internal ticketing system for new requests, expiration date changes, required updates,

status changes, price reductions and compliance alerts.

Serve as a listings liaison to advisors, setting expectations for timelines and required materials.

Troubleshoot MLS errors, compliance flags or documentation discrepancies proactively.

Maintain organized digital records within brokerage systems in accordance with compliance

standards.

B37. Transaction Coordinator

Duty bullets, verbatim:

Own the execution side of our high volume listing operation.

Input new listings with total accuracy across every system and platform. Send and track contracts in DocuSign. Manage the data in our CRM so every record stays clean and current.

Build the listing marketing that goes out to the world. Pull the highlights of every home into printed pieces and online marketing materials.

QA the photos before anything goes live. Cut the shots that will not sell the home and highlight the ones that will.

Post new listings across social media the moment they are ready. Respond to buyer inquiries with speed and professionalism to turn interest into appointments.

Keep every listing moving forward on time and on brand.

B38. Agent Services Coordinator

Duty bullets, verbatim:

Provide administrative support to real estate agents, helping with tech related questions, office assistance and other admin related tasks.

Coordinate and manage communication between agents and leadership maintaining a high level of professionalism and confidentiality as well as when answering phones and greeting people at the front desk.

Assist in the preparation and distribution of marketing materials, creating online graphics and calendars for agents in office.

Maintain and update client databases and CRM systems, following up with potential recruits, reaching out via phone, email and text to set up appointments and invite to classes.

Organize and schedule career nights and events, inviting recruits and unlicensed people interested in real estate.

Support the onboarding process for new agents, providing necessary training and resources to ensure a successful start. Handle new agent onboarding with the office from beginning to end.

Handle inquiries and requests from clients and agents, providing timely and effective solutions to any issues that arise.

Light financial assistance with office Market Center Admin assisting with deposits, financials, and checks

Bank Deposit assistance and handling agent checks and office financials

Bonuses available

B39. Real Estate Executive Assistant, Listing Concierge

Duty bullets, verbatim:

Shadow listing consultations to fully understand what’s been discussed, recommended, and committed to for each seller

Track every consultation booked and held, and own the follow-up that comes after

Call, text, and email clients and prospects on the Lead Listing Agent’s behalf, acting as an extension of their voice, using their Apple ID for messages

Check in proactively with sellers and prospects, answering questions and surfacing anything that needs the Lead Listing Agent’s attention

Keep client communication organized and current so nothing slips between consultation and listing

Partner closely with the Listing Coordinator as she manages vendor visits, showings, and disclosures, so both sides of the client experience stay in sync



SYSTEMS & CONTINUOUS IMPROVEMENT

This role isn’t just about keeping up with follow-up, it’s about building the systems that make follow-up run itself.

Build and run ongoing follow-up campaigns for past clients and referral sources, keeping OWN top of mind long after closing

Design repeatable cadences and touchpoints, calls, texts, emails, so no past client or referral relationship goes quiet

Continually refine how we track and manage follow-up, flagging what isn’t working and proposing better systems

Bring a mindset of ongoing improvement, always looking for ways to make client communication more consistent and more personal

B40. Realtor Assistant

Duty bullets, verbatim:

Commit to learning all facets of the business: listing coordination, marketing strategies & direct client relations

Continuously connect with agent team & update agents regularly on all client communication, questions, & feedback

Regular interaction with clients throughout entire process

Schedule & conduct showings on behalf of agents

Conduct open houses

Cover home inspections, appraisals, property visits, closings, etc.

Assist listing team as they prepare to list homes for sale, including floorplan appointments, photoshoots, staging installations, MLS entry, and basic listing marketing process, etc

Administrative duties as needed (marketing, email, etc.)

Update Compass CRM regularly

Cultivate relationships to convert leads to appointments via phone, text, & email • Enhance and maintain current and past client relationships as a client concierge

Contribute to a positive work environment by demonstrating accountability, inclusion, flexibility, continuous improvement, collaboration, creativity, & fun

B41. Real Estate Transaction Coordinator / Client Concierge

Duty bullets, verbatim:

You'll take ownership of our transactions from contract to close. That includes tracking deadlines, organizing paperwork, coordinating with attorneys and lenders, scheduling inspections and walkthroughs, staying on top of appraisals and financing, and handling compliance documents.

You'll regularly communicate with clients, attorneys, lenders, inspectors, title companies, cooperating agents, and our own team to keep everyone on the same page.

Taking Great Care of Our Clients

This is a big part of the position.

We want every client to feel like they know exactly what's happening and that someone is looking out for them.

You'll help with:

Regular client check-ins and transaction updates

Answering questions and helping clients understand what happens next

Following up on showing feedback

Preparing for buyer and listing appointments

Coordinating inspections, walkthroughs, closings, and other important dates

Post-closing follow-up and review requests

Finding little ways to make the experience easier and better for our clients

Our goal is simple: happy clients and 5-star experiences.

Helping Keep the Team Organized

You'll also help us stay organized behind the scenes by keeping Follow Up Boss and our transaction systems updated, preparing paperwork and contracts, maintaining files, helping with production reports, improving our checklists and processes, and generally keeping the train on the tracks.

Occasionally we may need an extra set of hands for a client event or random team project.

B42. Real Estate Assistant

Duty bullets, verbatim:

Provide administrative support to real estate agents, including scheduling appointments and managing calendars.

Assist in preparing marketing materials and listing presentations to promote properties effectively.

Conduct market research to stay updated on local real estate trends and property values.

Handle customer inquiries and provide exceptional customer service to clients throughout the buying or selling process.

Maintain organized files for property listings, client information, and transaction documents.

Coordinate open houses, ensuring all details are communicated clearly.

B43. Real Estate Transaction Coordinator (Client Care Coordinator)

Duty bullets, verbatim:

Liaises between real estate agents, clients, attorneys, title companies, and mortgage brokers during the process of a real estate sale and effectively manage the administrative tasks involved in closing a sale.

Serves as the first point of contact for all questions that arise throughout both the listing process (e.g., provides showing feedback, orders brochures, and ensures the home is accurate and showcased well in Bright MLS and associated marketing) and the closing process; understands the listing agreement and contract.

Creates Expectations Meeting with agents; communicates regularly with the agent and provides updates on important dates, missing documents, calendar reminders, file compliance status, issues, etc.

Communicates regularly with the client to let them know what to expect in each step of the listing and/or closing process; sends reminders, routinely checks-in, and notifies clients about utility accounts to set up/cancel

Establishes and maintains relationships with all third parties including lenders, inspectors, appraisers, and agents to ensure a smooth closing process and share relevant information.

Creates timelines and follows-up with individuals to ensure all deadlines are met and contingencies are released.

Maintain accurate and compliant files for all transactions; creates a digital house file for all transactions.

Coordinates closing date, time, and location and notify all parties; ensures the closing file for the agent is complete including any documents needing signatures/initials/dates, commission amount for the check to bring back, and any other documents needed from closing.

Closes out the file after the closing including changing the MLS status to closed for our listings, double-checking the file, making an electronic copy of the CD-ALTA, processing the check, and uploading all settlement-related documents to Salesforce.

Process checks.

Lives the Northrop values.

B44. Real Estate Transaction Coordinator (Closing Coordinator)

Duty bullets, verbatim:

Manage assigned buyer and seller paperless transactions from executed contract through closing and final file completion.

Conduct audits of each transaction to identify missing information, documents, signatures, and other potential issues.

Enter and maintain critical contract dates, deadlines, and transaction milestones in the appropriate systems including Salesforce, SkySlope, and Dotloop.

Monitor each transaction thr

B45. Real Estate Client Services Coordinator

Duty bullets, verbatim:

Manage listing coordination from intake through closing, ensuring documentation, disclosures, and deadlines are tracked and completed accurately.

Coordinate pre-listing property preparation, including scheduling contractors for repairs, remodeling, or improvements needed prior to going on market.

Coordinate professional photography, staging, signage, and listing marketing materials in partnership with the marketing team.

Input and maintain accurate listing details within the MLS and CRM systems throughout the listing lifecycle.

Once live, track and approve showing requests and agent feedback, schedule open houses and deliver regular listing status reports to each seller.

Buyer & Seller Client Experience Duties

Provide support to lead agent and their buyers and sellers throughout their transaction, serving as a responsive and reassuring point of contact.

Support buyer inquiries, showing requests, and property research.

Show homes to buyers.

Host open houses as needed.

Sit for and coordinate home inspections, ensuring smooth logistics for agents, clients, and inspectors.

Gather, organize, and present vendor bids for repairs, inspections, or other transaction-related needs.

Act as a runner as needed for lockboxes, signage, documents, and other transaction logistics.

Track transaction-related tasks and deadlines in coordination with the operations team.

Support additional client experience and coordination tasks as needed to help the team operate smoothly.

B46. Real Estate Transaction Coordinator

Duty bullets, verbatim:

Transactions move smoothly from contract to close

Deadlines and contingency dates are proactively tracked

Required documents are complete, accurate, and submitted on time

Agents know what is happening with their transactions without having to chase for updates

Potential issues are identified and communicated early

Clients receive timely, professional communication

Escrow, lenders, inspectors, and vendors have what they need

Transaction files remain organized and compliant

Problems are addressed before they become bigger problems

Agents trust you to own the details and keep the transaction moving

B47. Transaction Coordinator

Duty bullets, verbatim:

Role Description This is a full-time, on-site Transaction Coordinator role based in Cooper City, FL. The Transaction Coordinator is responsible for managing real estate transactions from executed contract to closing, including tracking key dates, ensuring all required documents are completed, and maintaining organized files. Daily tasks include communicating with agents, clients, lenders, title and escrow companies, and other parties to confirm status updates, resolve issues, and keep timelines on track. The role involves reviewing contracts for accuracy, monitoring contingencies, coordinating signatures, and supporting compliance with brokerage policies and legal requirements. The Transaction Coordinator will also provide customer service to clients and agents, respond to inquiries promptly, and assist with administrative tasks that support smooth and efficient closings.

B48. Real Estate Administrative Assistant

Duty bullets, verbatim:

Answer and direct incoming phone calls

Greet clients and visitors in a professional manner

Manage office email communications

Enter and update listing information in the MLS

Prepare listing and transaction paperwork

Maintain accurate records and databases

Coordinate appointments, inspections, and closings

Assist agents with marketing materials and administrative tasks

Upload and organize documents in transaction management systems

Order signs, lockboxes, and marketing materials as needed

Track deadlines and ensure files remain compliant

Assist with social media posts and basic marketing tasks

Maintain office supplies and general office organization

Perform data entry and other administrative duties as assigned

B49. Real Estate Assistant with License

Duty bullets, verbatim:

Assist with transaction coordination and listing management

Schedule showings, appointments, and maintain calendars

Support with marketing efforts ( brochures, MLS input)

Communicate with clients, agents, and vendors professionally

Help prepare listing presentations and property packages

Maintain CRM and client databases

B.2 The 15 most common duties across all 49 postings, ranked by count

Method: each posting's full text was matched against a keyword set per duty, then spot checked by reading. A posting counts once per duty. N = 49. Posting numbers refer to Section B.

Just below the top 15: weekly reports (15), social media, Canva, flyers and newsletters (14), scheduling inspections, appraisals and walkthroughs (12), lead follow-up and nurture (10), commission and settlement statement paperwork (4).

Software named in the 49 postings, by count: MLS 24 · Google Workspace 17 · Follow Up Boss 12 · DocuSign 11 · Canva 10 · Microsoft Office/365 10 · Dotloop 10 · SkySlope 8 · AI tools (ChatGPT, Claude) 6 · SISU 4 · Brivity 3 · BoldTrail/kvCORE 3 · KW Command 3 · Slack 3 · Mailchimp/Flodesk/Constant Contact 3 · Salesforce 2 · Remine 2 · Lofty 1 · Brokermint 1 · Paperless Pipeline 1 · Lone Wolf 1 · Open To Close 1 · ShowingTime 1 · Airtable 1 · CapCut 1.

The hours they ask for. Of the 31 onlinejobs.ph posts, 23 ask for 40 hours (one of them 40 to 50), 7 ask for 15 to 30, one is TBD, and one of the 25 hour posts says "20-30 hours per month to start" (B20). The Honolulu broker starts at "approximately 20 hours per week while we learn how to work together" (B27). SMG Realty wants 15 hours (B25). On Reddit the ask is smaller still: "like five hours a week" (1cclg5k), "3 hours a day, 5 days a week to start" (3t3ujf).

C. THE SMALL TASKS LIST

Every specific, delegable task found in A and B, merged, ranked by how often it appears. "Postings" = count out of the 49 in Section B. "Forum/review sources" = the distinct quotes in this file that name the task. Hours are given only where a source states them; otherwise NOT FOUND.

The top 10 small tasks, short form

1. Update CRM records, notes, stages, next action (38 postings)
2. Pull contract dates onto a calendar with reminders (37)
3. Chase lender, title, escrow, attorney, co-op agent (30)
4. Keep the transaction platform file current (28)
5. Open the file the day the contract is executed (25)
6. Prepare addenda and disclosure packages for agent review (25)
7. Submit to broker compliance and clear deficiencies (25)
8. MLS input and status changes (24)
9. Status updates to agent and client (21)
10. Inbox and calendar (20), tied with checklists and SOPs (20)

D. THE SOFTWARE

Named and verified from agents' own words, job posts and reviews, with the manual work each one leaves behind.

D1. Transaction management

D2. CRMs

D3. MLS, Canva, ShowingTime, e-signature

E. THEIR WORDS FOR IT

The exact phrases agents use for these problems. Write in these.