Real Estate Assistant & Transaction Coordinator

Real Estate Assistant & Transaction Coordinator

Location:Remote (South Africa or Latin America)Compensation:See salary recommendations belowIndustry:Residential Real EstateSchedule:Full-time, aligned primarily with US Central Time business hours (typically 10:00 AM – 6:00 PM CT). Some flexibility and responsiveness may occasionally be required outside standard hours for time-sensitive real estate matters.

About the Company

We are a highly established boutique real estate brokerage based in Chicago, specializing in high-touch residential sales and client service. With nearly 30 years in the market and a focused team of experienced agents, we operate in a fast-moving, relationship-driven environment where organization, responsiveness, and execution are critical.

Our Managing Broker consistently operates at a high transaction volume within the Chicago residential market and is seeking a dependable operational partner to help support listing coordination, transaction workflows, client communication, and daily administrative execution.

Role Overview

The Real Estate Assistant & Transaction Coordinator will serve as a key operational support partner to the Managing Broker, helping oversee the day-to-day coordination of listings, transactions, vendors, client follow-up, and administrative priorities.

This is a highly detail-oriented coordination role requiring strong organization, excellent communication skills, and the ability to manage multiple moving pieces simultaneously in a deadline-driven environment.

You will work closely with leadership to ensure listings, contracts, documentation, scheduling, and client workflows remain organized and on track throughout the transaction lifecycle.

The role will transition from a long-term Wisconsin-based assistant who will provide structured onboarding and training to ensure continuity and success.

Key Responsibilities

Transaction Coordination & Listing Management
* Prepare and organize listing agreements, disclosures, offer documents, lease paperwork, and transaction-related forms for broker review and execution
* Manage and maintain property listings across MLS platforms, Zillow, and internal brokerage systems
* Coordinate scheduling with photographers, stagers, inspectors, lockbox vendors, and other transaction-related service providers
* Track transaction timelines, documentation requirements, and closing milestones to ensure smooth execution
* Assist with contract updates, document revisions, and transaction follow-up as needed

CRM Management & Client Follow-Up
* Maintain and organize a large database of past clients, active leads, and ongoing opportunities
* Execute structured client follow-up and outreach campaigns via email and text
* Assist with lead re-engagement and appointment scheduling
* Ensure CRM notes, communication records, and contact information remain accurate and up to date
* Help maintain consistent client communication workflows across active transactions and follow-up pipelines

Marketing & Administrative Support
* Schedule and publish light social media and listing-related content
* Organize listing photos, marketing assets, brochures, and digital property materials
* Support day-to-day administrative tasks and operational coordination
* Maintain organized file structures, shared folders, and transaction records
* Assist with general operational support to help leadership remain focused on client-facing responsibilities

Executive & Operational Support
* Assist the Managing Broker with scheduling, calendar coordination, and task management
* Respond promptly to time-sensitive requests, transaction updates, or administrative priorities
* Help prioritize daily operational workflows and pending action items
* Maintain strong responsiveness and communication throughout active business hours

Required Skills & Experience

Hard Skills
* 3+ years of experience supporting a real estate agent, brokerage, or transaction coordination team
* Familiarity with US real estate terminology, contracts, transaction workflows, and listing processes
* Experience working with MLS platforms, CRMs, and transaction management systems
* Familiarity with platforms such as Dotloop, DocuSign, Zillow, or similar real estate systems
* Strong proficiency in Google Workspace (Docs, Sheets, Drive, Calendar)
* Excellent written and verbal English communication skills

Soft Skills & Traits

Highly Organized

You can manage multiple deadlines, listings, and operational workflows simultaneously while maintaining strong attention to detail.

Responsive & Reliable

You communicate clearly, follow through consistently, and remain dependable in a fast-moving environment.

Detail-Oriented

You take pride in accuracy across contracts, listings, schedules, and client communication.

Proactive

You anticipate needs, stay ahead of follow-ups, and help keep operational processes moving smoothly.

Calm Under Pressure

You can manage shifting priorities and occasional u