Senior Real Estate Transaction Coordinator & Executive Admin

DESKRIPSI PEKERJAAN

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

KUALIFIKASI MINIMUM

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

RINGKASAN PERKERJAAN

• *SPESIALISASI**: Administration and Coordination
• *PENDIDIKAN MINIMAL**: S1 (Sarjana)
• *SISTEM KERJA**: Remote
• *TIPE PEKERJAAN**: Full time
• *LOKASI**: Spokane, Washington, United States
• *INDUSTRI**: Real Estate / Mortgage
• *SITUS PERUSAHAAN**: http://www.whiteglovehiring.com

FASILITAS & BENEFIT

Fasilitas: wfh

TENTANG PERUSAHAAN

White Glove Hiring partners with a small number of well-established, founder-led businesses that are serious about building long-term virtual assistant relationships.

Our hiring process is more detailed than most—and that’s by design. We do the work upfront to clearly define the role, expectations, and working style so your time isn’t wasted on vague jobs or unprepared clients. We don’t rush placements, and we don’t submit candidates unless the client is truly ready to hire and commit.

The businesses we represent are financially stable, respectful of VAs, and open to guidance, so they are easier to work with day-to-day. We help clients improve clarity, communication, and onboarding to support smoother working relationships.

While we are not your employer, we stay involved to help keep expectations aligned after you’re hired.

If you value clear roles, stable work, and professional clients who respect your time, White Glove Hiring is designed to be a better experience for you.