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Transaction Coordinator – California Real Estate & Compliance | Remote Position Type: Full-Time, Remote Working Hours: U.S. Business Hours Industry: Residential Real Estate
About the Role
At Pavago , one of our clients is hiring a detail-oriented Transaction Coordinator to manage the administrative, documentation, and compliance side of California residential real estate transactions .
You’ll support agents from the time a purchase agreement is executed through the close of escrow , ensuring transaction files remain organized, deadlines are tracked, required documents are completed, and all parties stay informed.
This is an operations-focused role requiring strong organization, attention to detail, and the ability to confidently manage multiple transactions at different stages.
What You’ll Own
Transaction & File Management
Open and manage transaction files from executed purchase agreement through close of escrow
Review contracts, addenda, disclosures, and supporting documentation for completeness
Maintain accurate transaction files according to brokerage recordkeeping and compliance requirements
Prepare and organize documents for review, approval, and signature
Keep transaction records current throughout the entire contract-to-close process
Manage multiple active files while maintaining accuracy and organization
Deadlines & California Compliance
Track critical transaction deadlines, including:
Contingency periods
Inspection windows
Loan contingencies
Appraisal contingencies
Close-of-escrow dates
Proactively alert agents when action is required
Collect and confirm required California disclosure forms and transaction documents
Help ensure files meet California and brokerage compliance requirements
Identify missing, incomplete, or incorrect documentation before it creates delays
Follow up on outstanding compliance items until resolved
Communication & Coordination
Serve as a coordination point between:
Real estate agents
Escrow and title officers
Lenders
Clients
Vendors
Other transaction parties
Keep relevant stakeholders informed about transaction progress
Communicate outstanding requirements and upcoming deadlines
Follow up on pending documents, signatures, and approvals
Help resolve administrative bottlenecks that could delay closing
Keep transactions moving smoothly from contract through close
Documents & Transaction Support
Prepare and route documents for electronic signature
Use platforms such as DocuSign, DocuSign Rooms, Dotloop, or similar systems
Coordinate home warranty orders when required
Track repair documentation and related transaction items
Assist with vendor scheduling and coordination
Support agents with administrative needs related to active transactions
Maintain accurate records throughout each transaction
Requirements
1–3+ years of experience as a Transaction Coordinator, Escrow Assistant, or in a similar real estate transaction-support role
Working knowledge of California residential real estate transactions
Familiarity with California contracts, timelines, and disclosure requirements
Strong understanding of the transaction process from executed contract through close of escrow
Experience managing multiple transactions, files, and deadlines simultaneously
Experience with transaction-management and electronic-signature platforms
Strong organizational and time-management skills
Exceptional attention to detail
Excellent written and verbal communication skills
Ability to proactively monitor deadlines and follow up on outstanding items
Ability to work independently without constant supervision
Nice to Have
Experience supporting multiple real estate agents or an entire brokerage team
Experience with DocuSign Rooms, Dotloop, or similar transaction-management platforms
Familiarity with California disclosures such as:
TDS
NHD
SPQ
AVID
Experience coordinating with escrow/title companies and lenders
Previous experience in a real estate brokerage or transaction-coordination environment
Are exceptionally organized and comfortable managing multiple deadlines
Understand the importance of accuracy in California real estate transactions
Quickly notice missing, incomplete, or incorrect information
Proactively follow up instead of waiting to be reminded
Communicate professionally with agents, clients, lenders, and escrow/title partners
Are comfortable working with contracts, disclosures, and transaction documents
Can remain calm while several transactions are moving simultaneously
Take ownership of your files from contract through closing
Can work independently in a remote environment
Understand that small documentation errors can create significant transaction or compliance issues
What a Typical Day Looks Like
You may start by reviewing active transactions and identifying upcoming contingencies, inspection deadlines, outstanding disclosures, or documents requiring signatures.
Throughout the day, you’ll communicate with agents, lenders, escrow/title officers, and clients; route documents for electronic signature; update transaction files; follow up on missing paperwork; and make sure upcoming deadlines are clearly communicated.
In short: you keep every transaction organized, compliant, and moving from signed contract through close of escrow.
Key Metrics for Success
Accuracy and completeness of transaction files
On-time tracking of transaction deadlines
Completion of required California disclosures
Number of missing or outstanding documents
Timeliness of follow-ups
Accuracy of electronic-signature routing
Brokerage compliance readiness
Successful coordination with agents, lenders, and escrow/title partners
Reduction in preventable transaction delays
Ability to manage multiple concurrent transactions accurately
Successful contract-to-close execution
Interview Process
Initial Application
Spark Hire One-Way Video Interview
Initial Screening with Pavago
Client Interview
Final Selection & Onboarding
Spark Hire Video Interview – Required
As part of the application process, all candidates are required to complete a one-way video interview through Spark Hire .
After completing the first step of your application, you’ll receive a Spark Hire invitation by email with instructions to record and submit your video responses.
Completion of the Spark Hire video is required to be considered for the next stage . Please check your inbox as well as your spam or junk folder for the invitation.
Apply Now
If you’re an experienced Real Estate Transaction Coordinator or Escrow Assistant with knowledge of California residential transactions, contracts, disclosures, compliance, and contract-to-close coordination , we’d love to hear from you.
Apply today if you’re organized, proactive, detail-oriented, and confident managing multiple transactions from executed agreement through closing.
