Transaction Coordinator Assistant

Tampa Bay Transaction Coordinator is seeking a reliable, organized, and detail-oriented Virtual Transaction Coordinator Assistant to support our growing real estate transaction coordination company. This is a remote position ideal for a professional based in Latin America or the Philippines who has excellent English communication skills and is comfortable working during U.S. Eastern Time business hours.

About the Role

You will assist with the administrative and compliance-related tasks involved in managing real estate transactions from contract to closing. The ideal candidate is proactive, highly organized, comfortable working with deadlines, and able to follow established systems and checklists with accuracy.

This is a support position. You will work under the direction of an experienced Florida real estate transaction coordinator and will receive training on our processes and systems.

Responsibilities

• Review contracts and transaction documents for completeness
• Enter new listings and transactions into our transaction management system
• Create transaction timelines and track critical contract deadlines
• Organize, label, upload, and maintain documents
• Assist with brokerage compliance submissions
• Prepare and send routine transaction emails using established templates
• Follow up with agents, lenders, title companies, inspectors, and other transaction partners
• Request missing documents, signatures, reports, and status updates
• Schedule inspections, appraisals, walkthroughs, and closings
• Update transaction records, notes, and contact information
• Help prepare weekly transaction status updates
• Monitor shared email inboxes and identify urgent matters
• Complete administrative tasks and maintain accurate digital files
• Follow all company procedures and protect confidential client information

Qualifications

• Excellent written and spoken English
• Strong attention to detail and ability to catch missing or inconsistent information
• Excellent organization and time-management skills
• Ability to manage multiple transactions and deadlines simultaneously
• Professional, dependable, and responsive during scheduled working hours
• Comfortable communicating by email and following up with professionals
• Ability to follow detailed checklists, templates, and written procedures
• Reliable computer, high-speed internet connection, and quiet workspace
• Comfortable learning new software and working independently
• Proficiency with Google Workspace, including Gmail, Google Drive, Docs, and Sheets

Preferred Experience

• Previous experience as a real estate transaction coordinator, administrative assistant, virtual assistant, or compliance assistant
• Familiarity with U.S. real estate transactions
• Experience reviewing real estate contracts and tracking contractual deadlines
• Experience with transaction management systems such as Open to Close, Dotloop, SkySlope, or similar platforms
• Experience supporting Florida real estate agents is a strong advantage

Schedule

This is a remote position requiring consistent availability during agreed-upon U.S. Eastern Time hours. Some availability during standard weekday business hours is required. The initial schedule and number of weekly hours will be discussed during the interview process.

What We’re Looking For

The right person does not wait to be reminded about every task. You should be comfortable reviewing your assigned transactions, identifying what is due next, following up when something is missing, and keeping accurate records of every action taken.

Accuracy and reliability are extremely important. Real estate transactions involve strict deadlines, confidential information, and communication with multiple parties. We are looking for someone who takes ownership of their work, asks questions when needed, and cares about completing tasks correctly.