job title:Transaction Manager for very busy real estate team
QR Code Link to This Post
Job description:
Transaction Coordinator — Real Estate Team
This is a contract role. Candidate will be paid a flat fee per transaction. Team does approximately 125-150 transactions a year.
About the Role
We're looking for a detail-oriented, highly organized Transaction Coordinator to join our real estate team. In this role, you'll be the backbone of our listing process — ensuring every file is complete, compliant, and moving smoothly from the moment a listing is signed through to closing. If you thrive on checklists, deadlines, and keeping a dozen moving pieces perfectly in order, we'd love to hear from you.
What You'll Do
Listing Coordination
Prepare listing agreement
Review all documents for full execution, including all dates, initials, and signatures
Prepare and send the seller disclosure package for completion
Create and maintain a compliance file in accordance with brokerage requirements and file standards
Coordinate professional photography, as needed
Coordinate yard sign installation and removal
Coordinate pre-listing inspections, as applicable
Reports & Filings
Order the Natural Hazard Disclosure (NHD) report
Pre-open escrow and initiate the title order
Order defensible space inspections, when required
Order HOA documents and coordinate HOA inspections (HOIP), as applicable
MLS & Disclosure Management
Maintain and update MLS information throughout the lifecycle of the listing
Remind agents to complete the Agent Visual Inspection Disclosure (AVID)
Maintain and manage the disclosure file via Glide and/or Disclosures.io (DIO)
Escrow Coordination
Review Purchase Agreements, Counter Offers, and Addendums to ensure full execution — proper dates, initials, signatures, and broker information — and flag any corrections needed to the agent
Contact all parties (Escrow, Lender, Selling Agent, Seller) to introduce our role in the transaction
Open escrow and send the contract to the lender (buyer transactions)
Verify escrow has received the earnest money deposit (EMD)
Remind agents to complete the AVID
Ensure seller disclosures are delivered within contract timelines
Ensure buyers return signed disclosures within contract timelines
Review the Preliminary Title Report, obtain agent approval, and send a copy to the client
Send Homeowner's Insurance reminders (buyer transactions)
Send reminders regarding contingency removals, necessary extensions, final walk-through, keys, codes, remotes, and utility account transfers
Ensure escrow has information for any agreed-upon credits
Order Home Warranty (buyer transactions)
Ensure escrow receives Home Warranty invoices and any other repair invoices
Review the Estimated Closing Statement, obtain agent approval, and send a copy to the client
Maintain regular contact with all parties for status updates and outstanding items
Conduct a final file audit one week before close
Send reminders to remove all lockboxes, signs, and flyers from the property
Confirm the MLS reflects the property as SOLD with correct Selling Agent information
Close out the file per brokerage requirements
What We're Looking For
Prior experience as a transaction coordinator, escrow assistant, or real estate administrative role required
Strong working knowledge of California real estate disclosure requirements and standard listing documents. Knowledge of Nevada real estate transactions is desired, but not required.
Excellent attention to detail and organizational skills — nothing slips through the cracks on your watch
Comfortable working independently and managing multiple listings/timelines simultaneously
Familiarity with MLS platforms, Glide, and/or Disclosures.io a plus
Clear, professional communication with agents, clients, and vendors
We are a small real estate team in Tahoe City. Working from the office is desired, but not required. Knowledge of the Compass platform preferred.
Work Location: Hybrid remote in Tahoe City, CA 96145
–
Principals only. Recruiters, please don't contact this job poster.
OK to highlight this job opening for persons with disabilities.