Company: Steadfast Home Buyers
Location: West Tennessee / In Office
Schedule: Full-Time, Monday-Friday, 8:30 AM-5:00 PM
Pay: $48,000-$60,000 per year, depending on experience
Bonus Opportunity: Potential company performance bonus after training period
Real Estate License: Not required to start, but preferred or encouraged long-term
About Us
Steadfast Home Buyers is a real estate investment company based in West Tennessee. We buy, renovate, wholesale, and sell residential properties. We move fast, solve problems, and work as a team.
We are looking for a highly organized, trustworthy, detail-oriented person who can become a key support role inside the company.
This is not a basic admin job or your average Transaction Coordinator position. This person will help coordinate real estate transactions, communicate with title companies and sellers, support accounting documentation, organize internal processes, assist with HR/admin tasks, and serve as a trusted go-to person for the owner.
The right person must be able to wear multiple hats, follow up until things are complete, solve problems, and get things done without being micromanaged.
Position Summary
The Operations Coordinator / Transaction Coordinator is responsible for keeping deals, documents, communication, accounting support, and internal tasks moving.
This person will help manage real estate transactions from contract to closing, communicate with title companies, sellers, buyers, agents, and internal team members, help track receipts and invoices, assist with QuickBooks/accounting documentation, organize SOPs and company documents, support hiring/onboarding, and help the owner stay out of the weeds.
This role requires grit, ownership, organization, trust, follow-through, and attention to detail.
Transaction Coordination
You will help keep real estate transactions moving from signed contract to closing.
Responsibilities include:
- Track purchase contracts, wholesale deals, retail listings, flip sales, and other real estate transactions
- Communicate with title companies, sellers, buyers, agents, and internal team members
- Track closing dates, inspection periods, earnest money, addendums, extensions, missing documents, and title issues
- Help gather seller information, buyer information, signatures, and required paperwork
- Follow up on lien releases, payoff information, title requirements, and missing documents
- Keep transaction files organized and updated
- Update CRM and internal deal trackers
- Communicate deal risks or delays to the right person
- Make sure every transaction has a clear next step
- Stay persistent when sellers, buyers, title companies, or other parties are slow to respond
Accounting / QuickBooks Support
You will help keep financial documents organized so the owner and accounting team are not constantly chasing missing information.
Responsibilities include:
- Track and organize receipts, invoices, statements, and financial documents
- Help match receipts and invoices to credit card charges or project expenses
- Support QuickBooks cleanup and transaction documentation
- Follow up with team members for missing receipts or expense information
- Help prepare information for the bookkeeper, accountant, or owner
- Organize vendor invoices and payment-related documents
- Keep financial documentation easy to find and review
You do not need to be a full bookkeeper, but you must be comfortable with numbers, spreadsheets, receipts, invoices, and organized follow-up.
Owner / Admin Support
You will help support the owner and keep important tasks from falling through the cracks.
Responsibilities include:
- Help the owner stay organized and out of the weeds
- Track delegated tasks and open items
- Follow up with team members, vendors, sellers, buyers, and outside parties as needed
- Prepare meeting notes, agendas, and follow-up lists
- Help organize documents, folders, files, and company information
- Support special projects as needed
- Help make sure decisions and action items do not get lost
Operations Support
You will help improve company organization and internal systems.
Responsibilities include:
- Create, update, and organize SOPs, checklists, and internal processes
- Help document how recurring tasks should be done
- Maintain organized digital files and company documents
- Support CRM, JobTread, Google Drive, QuickBooks, and other systems as needed
- Help identify missing steps, broken processes, or recurring issues
- Help make the company more organized and easier to train as it grows
HR / Hiring / Onboarding Support
You may also assist with light HR and onboarding support.
Responsibilities include:
- Schedule interviews
- Help track applicants and candidate communication
- Prepare onboarding checklists
- Collect new hire documents
- Help organize training materials
- Maintain employee-related documents
- Support new employee setup and access
Who We’re Looking For
The right person must be:
- Highly organized
- Detail-oriented
- Trustworthy
- Proactive
- Dependable
- A strong follow-up person
- Comfortable with difficult conversations
- Comfortable asking questions
- Able to handle multiple priorities
- Able to work without being micromanaged
- Good with documents, spreadsheets, and systems
- Willing to learn real estate transaction coordination
- Willing to help wherever needed
- Able to protect confidential information
- Strong enough to hold people accountable in a professional way
The biggest traits we are looking for are:
Ownership, grit, trust, organization, and follow-through.
The wrong person says:
“I emailed them.”
The right person says:
“I emailed them, called them, followed up, documented it, escalated it when needed, and got it handled.”Required Skills
- Strong organizational skills
- Strong written and verbal communication
- Ability to manage deadlines and follow-up
- Basic spreadsheet skills
- Comfort working with receipts, invoices, contracts, and documents
- Ability to learn CRM and project management systems
- Ability to communicate professionally with sellers, buyers, title companies, agents, vendors, and team members
- Ability to handle confidential information
- Ability to stay calm under pressure
- Ability to solve problems without waiting to be told every step
Preferred Experience
Experience in any of the following areas is helpful but not required:
- Real estate transaction coordination
- Title company work
- Mortgage or loan processing
- Real estate office administration
- Legal assistant work
- Executive assistant work
- Office management
- Accounting admin or bookkeeping support
- Construction office administration
- Property management administration
- HR or onboarding support
Real estate experience is helpful, but not required. We are willing to train the right person if they are organized, trustworthy, proactive, and take ownership.
Real Estate License
A real estate license is not required to start.
However, for the right long-term fit, the company may encourage or support getting licensed. Once licensed and approved, additional earning opportunities may be available through licensed transaction support or brokerage-related work.
Schedule
This is a full-time, in-office position.
Expected schedule:
Monday-Friday, 8:30 AM-5:00 PM
Because this is a real estate transaction and operations role, occasional after-hours availability may be needed for urgent closings, seller communication, title issues, or time-sensitive deal matters.
Compensation
$48,000-$60,000 per year depending on experience
Compensation will depend on experience, ability, and fit for the role.
Potential company performance bonus opportunities may be available after the training period based on team performance, company results, and individual contribution.
What Success Looks Like
You will be successful in this role when:
- Transactions stay organized and move toward closing
- Title companies, sellers, buyers, and internal team members are followed up with consistently
- Missing documents and deadlines are tracked
- Accounting documents, receipts, and invoices are organized
- The owner has fewer loose ends to chase
- Company SOPs and processes become clearer
- The team knows who owns the next step
- Important details do not fall through the cracks
- Problems are handled instead of passed back to the owner
- You become a trusted go-to person inside the company
Example Work You May Handle
A normal week may include:
- Calling a title company for a closing update
- Following up with a seller for missing documents
- Tracking an extension or addendum
- Organizing receipts and invoices
- Updating a transaction tracker
- Preparing a meeting agenda
- Scheduling an interview
- Helping onboard a new employee
- Creating or updating an SOP
- Following up with a team member about missing information
- Helping the owner track open tasks
- Organizing files in Google Drive
- Helping prepare information for QuickBooks or the bookkeeper
This role changes day to day. The right person must be comfortable wearing multiple hats.
Important Fit Notes
This role is not for someone who needs every task handed to them step by step.
This role is for someone who can:
- figure things out
- ask good questions
- follow up repeatedly
- stay organized
- communicate clearly
- keep moving when something is difficult
- take ownership of the outcome
We need someone who does not give up when a seller is difficult, a title issue is messy, a receipt is missing, or a deadline is approaching.
How to Apply
Please submit your resume and include a short note answering these three questions:
- Why do you think you would be a good fit for this role?
- How do you stay organized when you have many tasks due at the same time?
- Tell us about a time you had to follow up repeatedly to get something done.
Pay: $48,000.00 - $60,000.00 per year
Benefits:
- 401(k) matching
- Paid time off
- Professional development assistance
- Referral program
Work Location: In person
