VIRTUAL REAL ESTATE TRANSACTION & OPERATIONS COORDINATOR

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Position Title: Real Estate Transaction & Operations Coordinator
Company: Kim Musgrave Team
Industry: Residential Real Estate
Department: Real Estate Operations & Administration
Reports To: Principal Broker / Team Leadership
Employment Type: Full-time
Location: 100% Virtual / Remote
Experience: Previous professional real estate transaction coordination experience required

POSITION OVERVIEW

The Kim Musgrave Team is seeking an experienced, highly organized, detail-oriented, and proactive Full-Time Virtual Real Estate Transaction & Operations Coordinator to manage the administrative and operational aspects of residential real estate transactions from contract acceptance through successful closing.

Previous experience in real estate transaction coordination is required. Candidates must have demonstrated experience managing real estate contracts, tracking deadlines, coordinating transaction documentation, communicating with transaction participants, and supporting successful closings.

This is a fully remote position requiring strong independent work habits, excellent communication skills, and the ability to manage multiple active transactions efficiently.

The Transaction & Operations Coordinator serves as the central administrative communication resource for real estate agents, buyers, sellers, title companies, lenders, inspectors, and other transaction participants.

The primary objective of this position is to ensure smooth, timely, and compliant closings while allowing real estate agents to concentrate on client relationships, prospecting, negotiations, and generating new business.

KEY RESPONSIBILITIES1. Transaction Management & Coordination

- Manage residential real estate transactions from accepted purchase agreement through closing.
- Open transaction files immediately following contract acceptance.
- Coordinate the initiation of title and escrow services with the appropriate title company or closing attorney.
- Review purchase agreements for completeness, required signatures, and administrative accuracy.
- Establish and maintain transaction timelines and checklists.
- Monitor each transaction's progress and proactively identify potential delays.
- Coordinate communication between all parties to facilitate successful closings.
- Maintain accurate transaction records and status updates.

2. Contract Deadlines & Timeline Management

- Monitor all critical contractual deadlines.
- Track inspection periods and inspection contingency deadlines.
- Monitor appraisal scheduling and completion.
- Track financing and loan commitment deadlines.
- Monitor contingency satisfaction, removal, and expiration dates.
- Coordinate earnest money deposit documentation and confirmation.
- Monitor title examination and resolution of outstanding title requirements.
- Notify agents and appropriate parties of approaching deadlines.
- Escalate potential contract issues or missed deadlines immediately to the responsible agent or broker.
- Maintain an organized master transaction calendar.

3. Document Management & File Organization

- Collect, review, organize, and maintain all transaction-related documentation.
- Verify that required documents are completed and properly signed.
- Coordinate the collection of seller disclosures, buyer disclosures, addenda, and amendments.
- Facilitate electronic signature requests and document distribution.
- Upload and maintain documents in the brokerage's transaction management system.
- Maintain accurate digital transaction files.
- Identify missing or incomplete documents and request corrections.
- Ensure that transaction files are complete before submission for brokerage review.
- Maintain organized records following closing in accordance with applicable retention requirements.

4. Brokerage Compliance & Quality Control

- Assist in ensuring transactions meet applicable brokerage policies and state and federal real estate requirements.
- Review transaction files against established compliance checklists.
- Verify the presence of required agency disclosures, contract documents, and other applicable forms.
- Coordinate with the principal broker or designated compliance personnel to resolve documentation deficiencies.
- Maintain confidentiality of client and transaction information.
- Follow established procedures for handling sensitive financial and personal information.
- Escalate legal, contractual, or regulatory questions to the appropriate licensed professional.




- Ensure required documentation is submitted for broker review and approval.

5. Communication & Client Service

- Serve as a central administrative communication resource throughout the transaction.
- Maintain professional communication with listing agents, buyer's agents, title companies, lenders, inspectors, and other service providers.
- Provide regular transaction status updates to the responsible real estate agents.
- Coordinate routine administrative communications with buyers and sellers as authorized by the brokerage.
- Respond promptly to transaction-related inquiries.
- Follow up with third-party service providers regarding outstanding documents and deadlines.
- Help ensure clients experience an organized, professional, and efficient transaction process.
- Communicate potential delays, missing information, or other concerns promptly to team leadership.

6. Inspection, Appraisal & Financing Coordination

- Assist with scheduling property inspections.
- Coordinate inspection-related documentation and deadlines.
- Monitor appraisal scheduling and completion.
- Communicate with lenders regarding administrative milestones and outstanding documentation.
- Track financing contingency dates and loan processing milestones.
- Coordinate the exchange of necessary documents between authorized transaction participants.
- Keep the responsible agent informed of inspection, appraisal, and financing developments.

7. Closing Preparation & Coordination

- Coordinate with title companies and closing attorneys to confirm closing arrangements.
- Verify that required documents and administrative tasks have been completed.
- Confirm closing dates, times, and locations with the appropriate parties.
- Assist with scheduling final walkthroughs.
- Monitor receipt of lender and title company closing-readiness confirmations.
- Coordinate outstanding administrative requirements before closing.
- Notify agents of unresolved items that could affect closing.
- Confirm transaction completion and update internal records.
- Organize and archive completed transaction files.

8. Real Estate Team Operations & Administrative Support

- Maintain an organized overview of all active and pending transactions.
- Provide team leadership with regular transaction status reports.
- Identify opportunities to improve transaction workflows.
- Develop and maintain standardized transaction checklists, templates, and procedures.
- Support consistent communication and documentation practices across the team.
- Assist with training agents on administrative transaction procedures.
- Monitor transaction volume, closing activity, and operational efficiency.
- Help streamline processes to reduce administrative burdens on agents.
- Support the overall productivity and professionalism of the Kim Musgrave Team.

REQUIRED QUALIFICATIONS

- Previous professional experience as a Real Estate Transaction Coordinator is required.
- Demonstrated experience managing residential real estate transactions from accepted contract through closing.
- Working knowledge of purchase agreements, disclosures, addenda, inspections, appraisals, financing contingencies, and closing procedures.
- Proven ability to manage multiple active transactions and contractual deadlines.
- Strong written and verbal communication skills.
- Excellent organizational abilities and attention to detail.
- Proficiency with electronic signature platforms, transaction management software, and digital document systems.
- Ability to work independently and productively in a full-time virtual environment.
- Reliable internet access and an appropriate remote workspace.
- Ability to communicate effectively with agents, lenders, title companies, and other transaction participants during required business hours.

PREFERRED QUALIFICATIONS

- Two or more years of professional real estate transaction coordination experience.
- Experience supporting a high-volume real estate team or brokerage.
- Familiarity with residential real estate transactions and brokerage compliance procedures.
- Experience using real estate CRM systems and transaction management platforms.
- Experience developing transaction checklists, tracking systems, and administrative workflows.

KEY SKILLS & PROFESSIONAL ATTRIBUTES

Organization:



Ability to maintain detailed records, manage transaction calendars, and oversee numerous moving parts.

Attention to Detail: Ability to identify missing documentation, incomplete forms, and potential administrative errors.

Communication: Professional, timely, and effective communication with agents, clients, and transaction partners.

Time Management: Ability to prioritize urgent matters while maintaining progress across multiple transactions.

Problem-Solving: Ability to recognize potential delays and coordinate appropriate administrative solutions.

Accountability: Takes ownership of assigned responsibilities and follows through until completion.

Technology Proficiency: Comfortable learning and using real estate transaction management systems, CRM platforms, and digital document tools.

Teamwork: Works collaboratively with agents, brokers, administrative personnel, and outside professionals.

Confidentiality: Maintains strict discretion regarding client information, contracts, and financial documentation.

PERFORMANCE EXPECTATIONS & KEY PERFORMANCE INDICATORS (KPIs)

Success in this position will be evaluated using the following criteria:

- On-Time Closings: Percentage of transactions that close on or before their scheduled closing date, accounting for delays outside the coordinator's control.
- Deadline Management: Timely tracking, communication, and escalation of contractual deadlines.
- Document Accuracy: Percentage of transaction files submitted with complete and accurate required documentation.
- Compliance: Adherence to brokerage procedures and applicable regulatory requirements.
- Communication Responsiveness: Timeliness and professionalism of responses to agents, clients, and transaction partners.
- Transaction Volume: Ability to manage an assigned portfolio of active transactions efficiently.
- Agent Satisfaction: Feedback regarding administrative support and transaction coordination.
- Client Experience: Contribution to a smooth, organized, and professional closing process.
- Operational Efficiency: Improvements in transaction workflows, administrative processes, and documentation systems.

LICENSING & SCOPE OF AUTHORITY

A real estate license may not be required for a Transaction & Operations Coordinator performing strictly administrative duties. However, the position must comply with applicable state real estate licensing laws and regulatory requirements.

An unlicensed Transaction & Operations Coordinator must not independently perform activities requiring a real estate license, including negotiating contracts, providing real estate advice, or exercising licensed-agent authority.

The Transaction & Operations Coordinator works under the direction and supervision of the principal broker or designated licensed real estate professional. All substantive contractual, legal, and negotiation matters must be referred to the appropriate licensed professional.

POSITION OBJECTIVES

The Transaction & Operations Coordinator is expected to contribute to the Kim Musgrave Team's success by:

- Reducing the administrative workload of real estate agents.
- Improving transaction organization and consistency.
- Minimizing preventable errors and missed deadlines.
- Supporting brokerage compliance and documentation standards.
- Facilitating clear and professional communication.
- Improving the overall client experience.
- Helping increase the team's capacity to handle additional transactions.
- Supporting timely, efficient, and successful real estate closings.

WHY THIS ROLE MATTERS

The Transaction & Operations Coordinator plays an essential role in the operational success of the Kim Musgrave Team.

By managing documentation, tracking deadlines, coordinating communication, and supporting compliance, this individual allows real estate agents to devote more time to activities that directly contribute to business growth, including generating leads, showing properties, negotiating transactions, and serving clients.

An effective Transaction & Operations Coordinator helps reduce unnecessary delays, strengthens internal operations, and contributes to a more consistent and professional experience for buyers and sellers.

The adecuado Transaction & Operations Coordinator is experienced, proactive, dependable, exceptionally organized, and committed to ensuring that every transaction progresses smoothly from contract acceptance to closing.

Kim Musgrave Team
Real Estate Transaction & Operations Coordinator — Official Job Description

Job Type: Full-time

Pay: $13,716.00 - $15,240.00 per hour

Expected hours: 40.0 – 50.0 per week

Work Location: Remote

📌 VIRTUAL REAL ESTATE TRANSACTION & OPERATIONS COORDINATOR (Argentina)
🏢 The Kim Musgrave Team
📍 Argentina