Real Estate Transaction Coordinator (Virtual Assistant)

OVERVIEW
We are seeking a highly skilled and experienced Real Estate Transaction Coordinator with expertise in North American real estate transactions to join our dynamic multi-agent team. The ideal candidate is a dependable, detail-oriented professional with proven experience in transaction management, paperwork processing, and using real estate systems and checklists.
This role requires an individual who thrives in a fast-paced environment, consistently meets deadlines, and excels in organization and communication. If you’re adaptable, proactive, and ready to contribute to a collaborative team, we want to hear from you.

SCHEDULE (MUST BE AVAILABLE THESE HOURS)
Monday to Friday: 10:00 AM – 6:30 PM EST (30-minute unpaid break)
Saturday (1-2 times per month after the first month): 10:00 AM – 2:00 PM EST

JOB EXPECTATIONS
As a core member of our Operations Team, you are instrumental in ensuring every transaction runs smoothly. Your responsibilities include:
Managing the transaction process from contract to close, including client and vendor communication, deadline tracking, and deal input.
Acting as the liaison between agents, clients, lawyers, and mortgage brokers, handling administrative tasks to facilitate smooth closings.
Coordinating all paperwork, auditing files for accuracy and completeness.
Keeping our CRM updated with client and transaction details.
Maintaining and managing sales and financial trackers.
Serving as the first point of contact for client transaction inquiries and concerns.
Assisting other team members with tasks as needed.
Continuously improving team filing systems (contracts, legal documents, correspondence), transaction systems, and databases.
Ensuring prompt brokerage of agent commission disbursements to facilitate timely agent payments.

QUALIFICATIONS
To excel in this role, you must meet the following qualifications:
Required: Proven experience in real estate administration, with a minimum of 2 years supporting North American clients.
Familiarity with Ontario real estate transaction processes, forms, and paperwork is a significant advantage.
Demonstrated mastery of systems that link people, processes, and technology efficiently.
Strong verbal and written English communication skills.
High level of accountability, commitment to growth, and attention to detail.
Ability to multitask, prioritize, and manage a high volume of tasks in a fast-paced environment.
Technological proficiency in CRM systems, Google Workspace, Microsoft Office Suite, PDF editing, and task management tools.
Stable internet connection with reliable power and backup internet.

SCHEDULE REQUIREMENTS
Must be available to work Monday to Friday from 10:00 AM to 6:30 PM EST.
***Be prepared to work 1-2 Saturday shifts (10:00 AM - 2:00 PM EST) per month after the first month.**

WHAT WE OFFER
Starting rate: $9 CAD/hour
Opportunity to work in a supportive, growth-oriented environment with a focus on professional development.

INTERESTED?
If you meet the qualifications and are excited about this opportunity, click "Apply" and tell us why you’re the perfect fit for the role. Please include:
A link to your detailed resume.
A description of your relevant experience.
Examples of the systems and tools you have used.
We will review all submissions and contact shortlisted candidates within 3 business days. We look forward to hearing from you!