Real Estate Transaction Coordinator - Freelance, Remote

About the Client
Our client is an independent, full-service residential real estate brokerage based in a master-planned community in Texas, serving buyers and sellers across several neighboring submarkets. Led by a hands-on broker/owner who also operates ventures beyond real estate, the business has grown quickly and now needs dedicated support to keep transactions, operations, and client communication running smoothly. The client is looking for a long-term, trusted partner who can take real ownership of the day-to-day so she can focus on growth.

Why does this role exist?

This role exists because the business has outgrown what one person can manage alone — transactions, client communication, and administrative work are piling up faster than they can be handled without dedicated support. The client needs someone who can own the real estate transaction process end-to-end, from showing appointments through closing paperwork, while also acting as a reliable right hand across her broader workload. Ultimately, this hire is about giving the client back her time by removing the operational load that's been building since business picked up again.

The Impact you’ll make

Real Estate Transaction Coordination

- Prepare and manage offers, contracts, disclosures, and closing paperwork

- Schedule and coordinate showing appointments

- Send documents for signature and track them through to completion

- Maintain and update listings and transaction files in MLS and Transaction Manager

Calendar Communication Management

- Manage inbound/outbound email, flagging priorities and drafting responses

- Own the calendar — scheduling, coordinating, and resolving conflicts across appointments and meetings

- Anticipate what's needed ahead of meetings (documents, prep, follow-ups) without being asked

Business Project Operations Support

- Provide general "right-hand" executive support across the client's multiple businesses

- Track and follow up on open projects and tasks to keep things moving

- Bring structure and organization to processes that aren't yet formalized

Marketing Content Support

- Create marketing materials and graphics using Canva

- Support and help manage social media content and posting

Process Automation AI-Enabled Efficiency

- Identify repetitive, grunt-level tasks that can be automated

- Build and manage simple AI agent workflows (using ChatGPT and similar tools) to handle recurring tasks

- Check and route automated outputs back to the client for final review

Skills, Knowledge and Expertise

Required:

- Demonstrated experience as a real estate transaction coordinator or in a comparable real estate support role

- Solid understanding of the real estate transaction process, including the contracts and documents involved (offers, disclosures, closing paperwork)

- Hands-on experience working with MLS platforms and managing listings

- Prior experience supporting a busy executive, broker, or business owner in an assistant capacity

- Strong written and verbal English communication skills

Your superpowers are...

- Technical skills:

- Comfort navigating MLS systems, transaction management platforms, and e-signature/document workflows

- Working knowledge of Canva for marketing content

- Familiarity with Google Suite and Microsoft Suite across desktop and mobile

- Practical experience using ChatGPT or similar AI tools, with the ability to spot automation opportunities

- Soft skills:

- Highly organized, with a natural instinct to bring structure to ambiguity

- Proactive — anticipates needs rather than waiting for instructions

- Calm and adaptable under shifting priorities and competing deadlines

- Assertive, clear communicator who can represent the client professionally with clients and vendors

- Trustworthy and discreet, capable of operating with real autonomy

WFH Set-Up:

- Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.

- Internet speed of at