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Real Estate Transaction Coordinator – MLS, DocuSign & Compliance | Remote Position Type: Full-Time, Remote Working Hours: U.S. Business Hours
About the Role
At Pavago , one of our clients is hiring a Real Estate Transaction Coordinator / Real Estate Specialist to manage real estate transactions, listings, documentation, and compliance from accepted offer through closing .
This is a hands-on, detail-intensive role for someone who understands real estate workflows and can keep multiple transactions moving simultaneously without missing critical deadlines.
You’ll work closely with agents, brokers, buyers, sellers, lenders, title companies, inspectors, and other stakeholders to ensure every transaction remains organized, compliant, and on schedule .
If you have hands-on experience with MLS platforms, DocuSign, transaction management systems, and real estate documentation , this role is a strong fit.
What You’ll Own
Transaction Coordination
Manage 5–15 active real estate transactions simultaneously
Coordinate transactions from accepted offer through closing
Build and maintain transaction checklists and timelines
Track critical dates, contingencies, and contractual milestones
Coordinate with:
Escrow and title companies
Lenders
Inspectors
Appraisers
Agents and brokers
Schedule inspections, appraisals, and other transaction-related activities
Proactively follow up on outstanding items to keep deals moving
Ensure no contingency or closing deadlines are missed
MLS & Listing Management
Create, input, and maintain property listings across MLS platforms
Ensure listing information is accurate and complete
Update listing status, pricing, property details, and supporting documentation
Coordinate listing syndication across platforms such as:
Zillow
Realtor.com
Apartments.com
Monitor listing activity and provide updates to agents
Ensure MLS requirements and deadlines are followed
Compliance & Transaction Documentation
Review contracts and transaction files for completeness and accuracy
Track and organize:
Purchase agreements
Disclosures
Addenda
Amendments
Inspection documents
Closing documentation
Coordinate electronic signatures through DocuSign
Ensure required documents are properly completed and signed
Maintain compliance with applicable state regulations, brokerage policies, and MLS requirements
Keep transaction files organized and audit-ready
Identify missing documentation and follow up promptly
Client & Agent Communication
Serve as a reliable coordination point throughout the transaction
Provide timely updates to buyers, sellers, agents, and other stakeholders
Respond professionally to transaction-related questions
Coordinate appointments, inspections, appraisals, and closing activities
Keep agents informed of upcoming deadlines and outstanding requirements
Escalate potential transaction issues before they become closing delays
Listing Marketing Support
Create and coordinate property marketing materials
Support development of:
Property flyers
Brochures
Social media assets
Open house materials
Assist with listing distribution across digital platforms
Track listing activity and marketing performance
Maintain accurate and consistent property information across channels
Reporting & Brokerage Administration
Prepare pipeline and transaction status reports
Track:
Contingency deadlines
Closing dates
Transaction stages
Commissions
Maintain organized records for active and completed transactions
Support brokers with compliance reviews and audits
Assist with back-office real estate operations as needed
Must-Have Experience & Skills
2+ years of experience in:
Real estate transaction coordination
Brokerage operations
Real estate administrative support
Similar transaction-focused roles
Hands-on experience managing real estate transactions from contract through closing
Proficiency with MLS platforms
Strong experience with DocuSign
Experience with transaction management platforms such as:
Dotloop
SkySlope
Brokermint
Similar systems
Familiarity with real estate contracts, disclosures, addenda, and transaction documentation
Understanding of real estate compliance requirements
Strong Google Workspace and/or Microsoft Office skills
Excellent written and verbal English communication
Strong attention to detail and organizational skills Ability to manage multiple transactions and competing deadlines simultaneously Comfortable working remotely during U.S. business hours
Nice to Have
Licensed real estate agent
Certified Transaction Coordinator
Experience managing 10+ concurrent transactions
Experience supporting both residential and commercial real estate transactions
Experience with brokerage compliance audits
Commission tracking experience
Basic marketing and design skills using Canva, InDesign, or similar tools
You’re highly organized and naturally deadline-driven
You understand the real estate transaction lifecycle
You notice missing signatures, documents, dates, and details before they become problems
You can manage multiple active deals without losing track of priorities
You communicate confidently with agents, clients, lenders, and vendors
You’re proactive with follow-ups and don’t wait until deadlines become urgent
You understand that accuracy and compliance are critical in real estate
You stay calm when closings become fast-moving or time-sensitive
What a Typical Day Looks Like
You may start by reviewing your active transaction pipeline and checking upcoming contingency and closing deadlines.
From there, you might update an MLS listing, request a missing disclosure, coordinate an inspection, send documents through DocuSign, follow up with a lender or title company, update an agent on closing progress, or prepare a new listing for syndication.
Throughout the day, you’ll keep transaction files organized, communicate with stakeholders, and make sure every deal continues moving toward closing.
In short: you keep real estate transactions organized, compliant, and on track from contract to close.
Key Metrics for Success
Zero missed contingency or closing deadlines
Accurate and complete transaction files
Strong compliance across active transactions
Timely completion of signatures and documentation
Smooth coordination between agents, clients, lenders, and title/escrow
Accurate MLS and listing information
Consistent client and agent communication
Efficient, on-time closings
Interview Process
Initial Phone Screen
Spark Hire Video Interview
Video Interview with Pavago Recruiter
Practical Transaction / Compliance Exercise
Client Interview
Offer & Background Verification
Apply Now
If you’re an experienced Real Estate Transaction Coordinator with strong knowledge of MLS platforms, DocuSign, transaction documentation, compliance, and contract-to-close workflows , we’d love to hear from you.
Apply now and help ensure every transaction moves smoothly, accurately, and efficiently from accepted offer through closing.
