Overview:
We are a small, growing real estate brokerage seeking a highly organized and proactive Transaction Coordinator/ Executive Assistant to support the Broker-Owners. This role is ideal for someone who enjoys handling multiple projects, taking ownership of processes, and playing a hands-on role in the success of a close-knit team.
The Transaction Coordinator/ Executive Assistant serves as the operational backbone of the brokerage, supporting transactions, ensuring compliance, and creating efficient systems that allow agents to focus on serving clients. The ideal candidate is detail-oriented, adaptable, and thrives in a collaborative, fast-paced, small-office environment.
Key Responsibilities:
- Provide administrative and operational support for brokers, including transaction coordination, filing documentation, and tracking deadlines in accordance with TREC and brokerage standards.
- Manage the listing process from beginning to end including including MLS entry, vendor coordination, creating marketing materials, documentation, putting up signs, and placing lockboxes.
- Coordinate calendars, meetings, onboarding, and training for agents and staff
- Serve as the primary administrative point of contact for agents, staff, vendors, and clients
- Maintain and update CRM, MLS, and internal databases; track transactions, listings, and reporting metrics
- Support brokers with scheduling, reporting, and correspondence.
- Assist with agent onboarding, licensing documentation, and ongoing compliance requirements
- Support marketing projects, events, and community outreach initiatives as needed
- Ensure confidentiality, accuracy, and professionalism in all client and internal interactions
Qualifications:
- 2+ years of experience in administrative operations or a similar role
- 2+ years of real estate experience strongly preferred
- Familiarity with MLS systems, CRM platforms, and real estate transaction processes
- Strong organizational skills with the ability to manage multiple priorities and deadlines
- Excellent written and verbal communication skills
- High attention to detail and commitment to accuracy and compliance
- Proficiency in Microsoft Office, Google Workspace, MacOs, and document management systems
- Ability to work independently while collaborating effectively with a team
- Professional, customer-focused demeanor in a client-facing environment
- Must have reliable transportation
- Real estate license (highly preferred)
What We Offer:
- $45K to $50K a year depending on experience.
- 10 Days of Paid Time Off per calendar year
- Designated Federal holidays off.
- Dental and Health Insurance
- Monday-Friday 9 am to 5 pm
- Initial 90-day trial/training period
Pay: $45,000.00 - $50,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
Experience:
- Executive administrative support: 2 years (Required)
- Real estate administrative: 2 years (Required)
Language:
- Spanish (Preferred)
- Mandarin (Preferred)
License/Certification:
- Real Estate License (Preferred)
Work Location: In person
