Transaction Coordinator

Bluepeak Ventures | Remote (EST/CST) | Full-Time, W-2

The Transaction Coordinator is the operational backbone of Bluepeak's acquisitions and disposition process. You'll manage 10+ complex real estate transactions simultaneously across multiple states, using ClickUp, CRM systems, and automation tools to coordinate buyers, sellers, title companies, attorneys, and lenders.

Your purpose: turn messy, complicated property deals into predictable, fast closings by building the systems and processes that make chaos manageable. This isn't file management - it's systems architecture for real estate operations.

Real estate operations have more solvable problems than almost any industry - and most companies aren't solving them. We treat transaction coordination like an engineering problem. Build better systems, eliminate bottlenecks, automate what's repetitive. We're scaling operations across multiple states by doing what traditional companies won't: Building the infrastructure that makes complex deals simple

We need someone who thinks the same way - sees chaos and wants to build the system that eliminates it.

Our Vision:

To set a better standard for how complex real estate transactions should work - fast, transparent, and built on systems that scale. We're proving that technology and operational discipline can transform deals that others see as too messy or too hard.

Our Core Values:

1. Systems Over Chaos

We believe strong processes beat individual heroics. We build repeatable systems that scale.

2. Speed with Precision

We move urgently without cutting corners. Fast closings mean nothing if they fall apart.

3. Solve Hard Problems

We don't shy away from complex deals. If it's messy, we figure it out.

4. Data-Driven Decisions

Gut feelings don't close deals. We use data, automation, and metrics to drive results.

5. Own the Outcome

We do what we commit to. No excuses, no surprises. The deal closes or we know why it didn't.

Success Outcome #1: Increase Closing Velocity

Goal: Reduce our current average days from contract to close by 20% through proactive deadline management, bottleneck identification, and systematic process improvement.

Key Responsibilities:

• Monitor the progress of all active transactions daily, identifying potential delays before they occur
• Track and manage all critical deadlines (inspections, financing contingencies, payoff requirements, closing dates)
• Proactively escalate issues to leadership and stakeholders when deadlines are at risk
• Analyze transaction timelines to identify recurring bottlenecks and implement solutions
• Build and maintain detailed checklists and workflows that ensure nothing falls through the cracks
• Serve as primary point of contact for all parties, keeping everyone aligned and moving forward

Success Outcome #2: Zero Title Surprises

Goal: Implement an issue tracking system that identifies and resolves 95% of problems before they delay closing. Build processes that catch issues before they become delays

Key Responsibilities:

• Work to resolve liens, judgments, payoffs, missing documents, or other title issues
• Build and maintain a tracking system that flags potential title problems early in the transaction process
• Document recurring issues and create standard operating procedures to prevent them
• Research background details on properties to identify ownership, lien, or probate complications before they surface
• Flag potential problems early and communicate clear action plans to resolve them

Success Outcome #3: Exceptional Seller Experience

Goal: Achieve a 4.8/5-star rating from sellers on post-close surveys through clear, compassionate communication that keeps complex deals simple for the people involved.

Key Responsibilities:

• Serve as the primary point of contact for sellers, providing clear updates and managing expectations throughout the transaction
• Proactively communicate upcoming deadlines, next steps, and potential issues in plain language
• De-escalate difficult situations professionally and keep sellers/buyers confident the deal will close
• Track post-possession agreements with sellers and ensure proper follow-up
• Manage competing priorities between stakeholders (buyers want speed, sellers need handholding, attorneys move slowly)
• Understand when to call, when to email, and when to text based on urgency and the person involved
• Participate in closings remotely, when possible, to provide support and ensure a seamless experience

• Update and organize all transaction data in ClickUp and CRM systems with accuracy and consistency
• Confirm that utilities are transferred and insurance is obtained for each new purchase

• Provide regular status updates to the leadership team on all active transactions

• Document standard operating procedures that turn tribal knowledge into repeatable processes

• Continuously evaluate transaction workflows and identify opportunities to enhance efficiency

• Proactively seek solutions to streamline the transaction process and mitigate recurring issues

• Build tracking systems and reports that provide leadership with data to inform strategic decisions

• Assist with calendar management related to transaction deadlines, required meetings, and coordinated tasks

• Proactively communicate time-sensitive needs across the distributed team (acquisitions, disposition, operations)

• Occasionally assist with inbox follow-ups or scheduling related to active deals

You're energized by:

• Bringing order to chaos through systems and optimization
• Solving complex logistical puzzles (ownership chains, title issues, probate complications)
• Measurable improvement - you love tracking metrics and beating benchmarks
• Building something scalable, not just maintaining the status quo
• Treating each transaction as a problem to solve perfectly, not a file to process

We'll admire you most when you:

• Take a broken, messy deal and systematize a solution
• Proactively identify patterns in title issues and build processes to prevent them
• Demonstrate that speed AND accuracy aren't trade-offs - they're both non-negotiable
• Treat every closing like it's your reputation on the line
• Get genuinely excited about process optimization and technology

What intrinsically motivates you:

• The challenge of coordinating complex, multi-state deals with tight timelines
• Building systems that make chaos predictable
• Being the operational backbone of a high-growth, tech-forward company
• Seeing metrics improve because of YOUR process improvements

• Monday-Friday, standard business hours in Eastern or Central Time Zone
• Applicants must reside in and work standard business hours within Eastern or Central Time zones. Applicants outside these zones will not be considered
• Daily team check-ins typically occur late morning or afternoon ET
• This is not a nights/weekends role

• Base Salary: $50,000/year

• Performance Bonus: $500 per successfully closed transaction

• Earned quarterly when 80% or more of your transactions close on time (by original contract deadline)

• Estimated total compensation: $60,000-$80,000

This position is essential to our mission of setting a better standard for complex real estate

transactions. If you're someone who gets energized by building systems, solving hard problems,

and making chaos predictable - we want to hear from you.

If you're passionate about operational excellence and want to be the backbone of a tech-

forward, high-growth company, let's talk