Transaction Coordinator VA

We’re seeking an experienced Virtual Professional based in Latin America for a fully remote Transaction Coordinator VA role.
Applications that include an introduction video will be prioritized . Due to the fully remote nature of this position, candidates should be comfortable communicating through video calls and working independently in a remote environment.
Role Title
Transaction Coordinator VA
Role Summary
You will own day-to-day transaction coordination for LVN Real Estate as the company’s only dedicated Transaction Coordinator.
Your job is to keep every active transaction accurately tracked, properly documented, and moving forward. You will maintain the master transaction tracker, monitor EMD, inspection/IT, closing, and other transaction deadlines, manage the dedicated transaction inbox, maintain transaction files in Google Drive, keep Google Calendar aligned with the transaction tracker, and proactively follow up when information or action is missing.
You will work across Sales, the Operations Manager, COO, CEO, and external transaction parties. When something is incomplete, inconsistent, delayed, or approaching a deadline, you are expected to identify it, follow up, communicate the status, and escalate when management involvement is actually required.
This is an independent execution role, not a task-by-task administrative support position. You will receive established SOPs, Loom videos, checklists, and guides, but you are expected to determine what needs attention without waiting for someone to tell you what to check next.
The current workload requires approximately 40–45 hours per week dedicated to transaction coordination. This is not a combined Transaction Coordinator / Executive Assistant position.
Core Responsibilities (REAL-WORLD EXECUTION)
Transaction Tracking & Deadline Management
- Maintain the central master transaction spreadsheet as the reliable source of current transaction information.
- Update property and transaction information whenever deal details change or new information is received.
- Track EMD dates, inspection/IT dates, closing dates, and other transaction-specific deadlines for every active transaction.
- Review upcoming deadlines and identify open items before they become overdue.
- Follow up with the appropriate person when a required item is missing or unresolved rather than simply recording it as incomplete.
- Update transaction records promptly when timelines change so Sales and leadership are working from current information.
- Keep transaction information organized and understandable for authorized stakeholders who need to assess deal status.

Transaction Inbox Management
- Actively monitor the dedicated transaction coordination inbox for new requests, documents, deadline changes, and issues requiring action.
- Review incoming messages and determine whether they require documentation, follow-up, coordination, escalation, or no further action.
- Organize communication threads so important requests, deadlines, and transaction documents can be located and acted on.
- Coordinate responses and follow-ups with the appropriate internal or external party based on the established workflow.
- Identify messages that require an Operations Manager decision and surface the issue with enough context for the manager to act.
- Do not allow important transaction requests to sit unresolved simply because ownership is unclear.

Document Management
- Store transaction documents in the appropriate Google Drive location as they are received.
- Keep transaction files organized as deals move through the pipeline.
- Check transaction files for missing or incomplete information when reviewing deal activity.
- Follow up when required transaction information or documentation is missing.
- Maintain files so authorized team members can locate the current information without reconstructing the transaction history.

Calendar & Critical Date Management
- Maintain transaction deadlines and closing-relat