Real Estate Specialist

Real Estate Specialist (Transaction Coordinator, MLS & DocuSign) – Remote

Full-Time | Remote | U.S. Business Hours

About the Role

We’re hiring a highly organized and detail-oriented Real Estate Specialist to manage transaction coordination, MLS listings, compliance workflows, and real estate operations from contract to closing.

This is not a basic administrative role.

You’ll play a critical role in:

• Transaction coordination
• MLS listing management
• Contract and compliance tracking
• Client communication
• Closing coordination
• Real estate operations support

You’ll work closely with:

• Real estate agents
• Brokers
• Escrow officers
• Title companies
• Lenders
• Clients

to ensure every transaction remains organized, compliant, and on track through closing.

If you thrive in:

• Fast-paced real estate environments
• Transaction management
• Deadline-driven coordination
• Documentation workflows
• Operational organization

this role is a strong fit.

What You’ll Own

Transaction Coordination (Primary Focus)

• Manage 5–15+ active real estate transactions simultaneously from accepted offer through closing
• Maintain:
• Transaction checklists
• Timelines
• Milestone tracking
• Closing documentation
• Coordinate with:
• Escrow companies
• Title companies
• Lenders
• Inspectors
• Appraisers
• Agents
• Clients
• Track:
• Contingency deadlines
• Inspections
• Financing milestones
• Closing dates
• Ensure no deadlines, documents, or approvals are missed

MLS Listing Management & Marketing Support

• Create, update, and manage listings on MLS platforms
• Syndicate listings across:
• Zillow
• Realtor.com
• Apartments.com
• Brokerage platforms
• Maintain listing accuracy and compliance with MLS requirements
• Support creation of:
• Flyers
• Brochures
• Social media posts
• Open house materials
• Track listing activity and provide updates to agents

Compliance & Documentation

• Ensure all:
• Contracts
• Disclosures
• Amendments
• Addenda
• Signatures
  remain complete and compliant
• Maintain organized and audit-ready transaction files
• Ensure compliance with:
• Brokerage procedures
• State regulations
• MLS requirements
• Manage DocuSign workflows and document execution processes

Client Communication & Coordination

• Provide proactive updates to:
• Buyers
• Sellers
• Agents
• Brokers
• Schedule:
• Inspections
• Appraisals
• Showings
• Closings
• Respond to inquiries professionally and promptly
• Maintain strong communication throughout the transaction lifecycle

Reporting & Administrative Support

• Prepare transaction and pipeline reports
• Track:
• Commissions
• Closing timelines
• Transaction statuses
• Support brokerage operations and compliance audits
• Maintain organized records and operational workflows

Requirements

Core Requirements

• 2+ years of experience in:
• Transaction coordination
• Real estate operations
• Brokerage support
• Real estate administration
• Strong hands-on experience with:
• MLS platforms
• DocuSign
• Dotloop, SkySlope, Brokermint, or similar transaction management systems
• Strong Google Workspace or Microsoft Office skills:
• Google Sheets / Excel
• Docs / Word
• Calendar coordination
• Strong understanding of:
• Real estate contracts
• Disclosures
• Transaction timelines
• Compliance workflows
• Ability to manage multiple transactions simultaneously
• Excellent written and verbal English communication skills
• Highly organized with strong attention to detail
• Comfortable working remotely during U.S. business hours

Nice to Have

• Active real estate license or Transaction Coordinator certification
• Experience managing:
• 10+ concurrent transactions
• Residential and commercial real estate deals
• Familiarity with:
• Canva
• InDesign
• Real estate marketing tools
• Experience supporting:
• High-volume brokerages
• Real estate investment teams
• Property management operations

What Makes You a Strong Fit

• Extremely organized and deadline-driven
• Comfortable managing multiple moving transactions simultaneously
• Strong attention to compliance and documentation accuracy
• Proactive communicator with agents and clients
• Calm under pressure during high-volume transaction periods
• Strong operational follow-through and accountability
• Able to work independently in remote environments

What a Typical Day Looks Like

• Update and organize active transaction files
• Coordinate inspections, appraisals, and escrow timelines
• Manage MLS listings and syndication updates
• Send DocuSign documents and track signatures
• Follow up with agents, lenders, and title companies
• Monitor contingency and closing deadlines
• Prepare transaction reports and operational updates

In short: You help ensure every real estate transaction stays organized, compliant, on schedule, and moving smoothly from listing through closing.

Key Metrics for Success (KPIs)

• Zero missed contingency or closing deadlines
• Accurate and compliant transaction documentation
• Smooth and timely transaction closings
• Organized MLS listings and transaction records
• Strong communication with agents, clients, and vendors
• High operational reliability and responsiveness

Why This Role Stands Out

• High-impact role supporting real estate transactions end-to-end
• Strong ownership across transaction coordination and compliance
• Opportunity to work closely with:
• Brokers
• Agents
• Lenders
• Title companies
• Exposure to:
• MLS systems
• Transaction operations
• Compliance workflows
• Real estate coordination
• Fully remote role with structured workflows and clear responsibilities
• Growth opportunities into:
• Senior Transaction Coordinator
• Brokerage Operations
• Real Estate Operations Manager
• Compliance Management

Interview Process

• Initial Screening Call
• Recruiter Interview
• Client Interview
• Offer & Onboarding

Apply Now

If you:

• Thrive in organized, deadline-driven environments
• Enjoy coordinating real estate transactions and compliance workflows
• Are experienced with MLS systems and transaction management
• Can manage multiple deals without things slipping through the cracks

this role is a strong fit for you.