Real Estate Transaction Coordinator + Virtual Assistant

FreelanceJobs

Canada

Canada

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Über

I'm a busy real estate broker/owner looking for a sharp, reliable Transaction Coordinator who can also function as a Virtual Assistant. This role is for someone who understands real estate timelines, paperwork, and communication, and who can keep deals moving without being babysat.
You will manage transactions from mutual acceptance to close, coordinate with lenders, title/escrow, agents, and clients, and handle key admin tasks that reduce my workload and improve client experience.
What You'll Be Responsible For
Transaction Coordination (Core)
Set up each file immediately after mutual acceptance (digital folder structure, checklist, deadlines).
Track contract deadlines (inspection, financing, appraisal, title review, HOA, closing, possession, etc.).
Order title/escrow, coordinate with lender, confirm appraisal order and status.
Schedule inspections, walkthroughs, repairs, re-inspections, vendor access, and closing logistics.
Prepare and send transaction updates to clients, lenders, escrow, and agents.
Collect and organize documents (executed PSA, addenda, disclosures, invoices, repair receipts).
Ensure compliance: missing signatures, initials, forms, and brokerage file requirements.
Coordinate HOA resale package requests and follow-ups (if applicable).
Proactively flag risks (missed deadlines, missing docs, buyer financing delays, appraisal issues).
Virtual Assistant Support (Secondary)
Manage my inbox: sort, label, respond to routine messages, follow up when needed.
Calendar management: schedule calls, inspections, walkthroughs, meetings.
CRM updates (tagging, notes, tasks, follow-ups, pipeline stages).
Create simple templates and repeatable workflows (email/text templates, checklists).
Light admin: create docs, track tasks, update spreadsheets, request info from clients/vendors.
Contract duration of more than 6 months. with 30 hours per week.
Mandatory skills: Administrative Support, Virtual Assistance, Communications, File Maintenance, File Management, Email Communication, Data Entry, ChatGPT, Google Docs, Google Sheets, Canva, CapCut, Social Media Account Setup, Digital Marketing, Task Coordination, Light Project Management, Light Bookkeeping
Optional skills: Microsoft Word, Phone Communication

Canada

Sprachkenntnisse

English

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