Senior Real Estate Transaction Coordinator & Executive Admin  

We are a high-producing Washington State real estate business looking for a highly experienced Senior Real Estate Executive Assistant & Transaction Coordinator.

This is not an entry-level role. We need someone with at least 5+ years of strong real estate admin, executive assistant, or transaction coordination experience who can step in with confidence, strong judgment, and minimal hand-holding.

The right person is fast, efficient, extremely detail-oriented, and able to think ahead. We are looking for someone who does not just wait for tasks to come in, but looks 2 weeks to 2 months ahead to identify what needs to be scheduled, prepared, followed up on, or completed before it becomes urgent.

This role will support a direct, fast-moving, high-producing real estate agent. You must be comfortable with clear expectations, high standards, and a fast-paced environment where prioritization and critical thinking matter.

You’ll be helping with:

• Calendar, email, scheduling, reminders, and daily administrative support
• Washington State transaction coordination and document management
• Listing preparation, vendor scheduling, and timeline coordination
• Coordinating photographers, stagers, cleaners, contractors, sign installers, and other vendors
• Communicating with clients, vendors, escrow, lenders, agents, and service providers
• Managing CRM follow-up, database touches, review requests, and client communication
• Looking ahead to upcoming listings, client events, deadlines, and scheduling needs
• Helping prevent last-minute problems by planning ahead and building in proper buffer time
• Supporting SkySlope, TransactionDesk, Lofty CRM, and other real estate systems
• Helping improve workflows, checklists, and internal processes
• Assisting with light Canva/design or marketing-related tasks when needed
• Supporting or training other admin VAs on systems and real estate workflows when needed

We are looking for someone who:

• Has 5+ years of real estate admin, TC, or executive assistant experience
• Understands Washington State real estate transactions, or has strong U.S. real estate TC experience
• Has strong English communication skills, both written and spoken
• Is comfortable speaking with clients and vendors by phone, email, and text
• Is highly responsive and able to execute quickly under pressure
• Thinks critically and asks smart questions, not obvious ones
• Can prioritize without needing constant direction
• Has excellent follow-through and does not let tasks fall through the cracks
• Can work with a direct, detail-oriented, high-producing client
• Has experience with SkySlope, TransactionDesk, Lofty CRM, Canva, or similar real estate tools

This is a full-time remote role. We are only considering candidates who do not have any other active jobs, freelance clients, or agency commitments. All assigned work must be completed by you directly and cannot be outsourced, delegated, or shared with another person.

Pay: $9 - $13 per hour
Schedule: Full-time, aligned with U.S. Pacific business hours
Location: Remote, supporting a Washington State real estate business
Industry: Residential real estate

We are looking for someone who:

• Has 5+ years of real estate admin, TC, or executive assistant experience
• Understands Washington State real estate transactions, or has strong U.S. real estate TC experience
• Has strong English communication skills, both written and spoken
• Is comfortable speaking with clients and vendors by phone, email, and text
• Is highly responsive and able to execute quickly under pressure
• Thinks critically and asks smart questions, not obvious ones
• Can prioritize without needing constant direction
• Has excellent follow-through and does not let tasks fall through the cracks
• Can work with a direct, detail-oriented, high-producing client
• Has experience with SkySlope, TransactionDesk, Lofty CRM, Canva, or similar real estate tools