Executive Assistant & Transaction Coordinator

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant and Transaction Coordinator to be the backbone of a successful, fast-growing real estate business in Philadelphia. The ideal candidate has experience in the real estate industry, specifically with transaction management, and can manage a demanding schedule while ensuring seamless client service from contract to closing. Your primary goal is to free up the Real Estate Advisor's time to focus on lead generation and sales, helping to double the current GCI from $sim$125k$ to $sim$250k$ next year. Key Responsibilities 1. Transaction Coordination & Compliance (TC) • Manage all administrative and paperwork aspects of real estate transactions from ratification to closing. • Ensure all deadlines, including contingency periods and inspections, are tracked, met, and communicated to all parties. • Prepare, distribute, and track all necessary documents (e.g., disclosures, addenda, title/escrow documents, mortgage loan paperwork). • Coordinate and schedule inspections, repairs, appraisals, and final walk-throughs. • Maintain clear, proactive communication with clients, agents, lenders, title companies, and other vendors to keep all parties updated on the transaction progress. • Ensure full compliance with all local and state real estate regulations and brokerage requirements. 2. Executive & Administrative Support • Email Management: Manage and triage the Real Estate Advisor's inbox, drafting routine correspondence and flagging urgent items to ensure quick response times. • Calendar Management: Proactively manage a complex calendar, scheduling client appointments, showings, listing presentations, and time-blocking for lead generation activities. • Manage and organize client files using CRM and transaction management software (e.g., Dotloop, DocuSign, etc.). • Assist with light marketing tasks, such as preparing listing materials and updating client databases. Qualifications • 2-3+ years of experience in the real estate industry, with proven experience as a Transaction Coordinator or Executive Assistant for a real estate agent. • Deep understanding of the real estate closing process and contract-to-close workflow. • Exceptional organizational, time-management, and attention-to-detail skills. • Proficiency with CRM and transaction management software (Digisign, Skyslope, DocuSign, etc.). • Strong written and verbal communication skills.Apply Now

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