Fully Remote, Work From Home Position

We are hiring a highly capable Real Estate Transaction Coordinator & General Admin to support an established solo real estate agent in Washington State. This agent has decades of experience and a strong sales history, but needs a proactive admin operator who can help organize the business, support transactions and listings, and help build stronger systems moving forward.

This is a hybrid role that includes transaction coordination, listing coordination, CRM support, client follow-up, vendor coordination, and general administrative support. The ideal candidate is experienced, tech-savvy, organized, and comfortable stepping into a business that needs better structure, better follow-up, and more consistent systems.

This role is best suited for someone who can act as a dependable right-hand support person, work across multiple parts of the business, and help keep both current deals and future systems moving. We are looking for someone who understands real estate operations, can communicate professionally with clients and vendors, and can help implement tools, workflows, SOPs, and processes without needing constant direction.

• Important: This is a full-time role. We are only considering candidates who do not have any other active jobs or freelance commitments. The selected candidate must be fully dedicated to this position and will not be permitted to outsource or delegate their work.

Responsibilities

Transaction Coordination

• Support transactions from contract to close with accuracy and accountability
• Track timelines, deadlines, contingencies, and required documents
• Coordinate with escrow, lenders, title, agents, vendors, and clients
• Maintain organized transaction files and documentation
• Ensure paperwork is complete, accurate, and submitted on time

Listing Coordination

• Assist with listing launches, MLS input, and listing documentation
• Coordinate listing vendors such as photographers, cleaners, painters, contractors, and sign installers
• Track listing preparation timelines and follow up on outstanding items
• Organize listing photos, property details, disclosures, and marketing assets
• Help keep active listings updated and organized

Administrative & CRM Support

• Help set up, maintain, and organize CRM systems
• Manage contact records, notes, follow-ups, tags, and pipelines
• Support client follow-up systems, database touches, and review requests
• Manage email, calendar, scheduling, reminders, and daily administrative tasks
• Help coordinate appointments, showings, meetings, and client communication

Systems & Process Support

• Help build and document SOPs, workflows, and an operations manual
• Support the implementation of project management tools and task tracking systems
• Help create structure around recurring tasks, follow-ups, and business operations
• Identify gaps in current systems and suggest practical ways to improve efficiency
• Make sure tasks are tracked, followed up on, and completed without falling behind

Marketing & Client Support

• Assist with basic marketing tasks, newsletters, CRM touches, and client communication
• Help coordinate client events, regular client outreach, and follow-up campaigns
• Support light Canva or social media tasks if needed
• Maintain a professional client experience through timely communication and follow-through

Job Requirements

• 3+ years of real estate administration or transaction coordination experience required
• Strong transaction coordination and listing coordination background preferred
• Experience supporting a solo agent or small real estate team preferred
• Familiarity with real estate CRMs and the ability to help organize or improve database systems
• Experience with project management tools, SOPs, workflows, or operations documentation preferred
• Highly organized, detail-oriented, and proactive
• Strong written and verbal English communication skills
• Comfortable communicating with clients, vendors, agents, escrow, lenders, and contractors
• Tech-savvy and comfortable learning or implementing new systems
• Able to work independently, make good judgment calls, and complete tasks without micromanagement
• Experience with Canva, newsletters, social media, or light marketing support is a plus