Job Description

Real Estate Transaction Coordinator at Sell Smart Real Estate - a US-based real estate company

SellSmart is a US-based real estate company dedicated to transforming the property selling experience through innovation, transparency, and personalized service.

Revolutionizing real estate by putting property owners first, Sell Smart offers fast, fair, and fully transparent home-selling solutions. Sell Smart is a team of seasoned real estate professionals who manage every aspect of your property sale with precision and care, and now they’re seeking a highly organized, detail-oriented Transaction Coordinator (TC) to join their real estate operations team.

About the Role:

This role is vital to ensuring a smooth, compliant, and timely closing process from contract to close. The TC serves as the central hub for communication and coordination between agents, clients, title, escrow, and lenders — keeping every transaction on track and stress-free for all involved.

Key Responsibilities:

1) File Management & Compliance

• Open new transaction files and maintain organized digital records

• Ensure contracts are complete with all initials, signatures, and forms

• Maintain compliance checklists and audit files for accuracy

• Submit final, complete file within 48 hours of closing

2) Communication & Coordination

• Act as the primary point of contact for agents, buyers/sellers, title, escrow, and lenders

• Provide timely updates and reminders throughout the transaction lifecycle

• Coordinate key steps such as inspections, appraisals, and walkthroughs

• Send executed contracts to title/lender (e.g., Kristina Stadler, Kristin Martin)

3) Timeline & Deadline Tracking

• Monitor all critical dates (EMD, contingencies, loan approvals, etc.)

• Proactively alert team of upcoming deadlines and required actions

• Ensure 95%+ of deals close on or before the scheduled date

4) Escrow & Title Management

• Track earnest money deposits and title/escrow progress

• Schedule signings and ensure all parties are informed

• Confirm all necessary documents are delivered before closing

5) Post-Close Wrap-Up

• File final signed documents and archive transactions

• Update CRM and internal systems

• Prepare post-close reports or packages as needed

✅ Required Skills & Experience:

• 2+ years of experience in real estate transaction coordination or other relevant project management experience

• Familiarity with real estate documents, timelines, and compliance is highly desired

• Strong written and verbal communication skills

• Highly proficient in:

• Asana (task and project management)

• Go HighLevel (CRM and workflow automations)

• Microsoft Office Suite (Outlook, Excel, Word, Teams, etc.)

• DocuSign (digital document management and e-signatures)

• Exceptional organization and task management

• Comfortable working independently and handling 15–20 active files at once

• U.S. time zone coverage (full-time, 9-5 EST)

✅ Soft Skills We Value:

• Calm under pressure and solution-oriented

• Highly reliable, with a get-it-done attitude

• Friendly, clear communicator

• Naturally proactive — follows up and follows through

• Discreet and trustworthy with sensitive information

Working hours:

This is a remote role with preferred coverage of Eastern Standard Time (EST) business hours, ideally between 9 AM and 5 PM EST.

What we offer:

• Full-time job (8 working hours per day, Monday-Friday) . Please note that we will not consider candidates planning to combine several jobs.

• Growth opportunity – opportunity to be promoted to manager of other TCs, if hits targets, director of project management.

• Remote work – you may be located in almost any country or city, just need a good Internet connection, a computer to work from, and the opportunity to adjust your working schedule for the team.

• Stability – this is not an internship or project work, we consider only the candidates looking for a long-term commitment of 1.5+ years.

• Salary will be discussed at the interview. Paid in USD.

• Quick selection process.

Application deadline: ASAP.

Please note that the later you apply - the more intensive your selection process will be, for example, you will have less time for the test assignment, etc.

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