Transaction Coordinator

Transaction Coordinator — Real Estate (Full-Time, US Hours)
We're a US-based land investing company. We buy and sell vacant land. Once a deal is under contract, it becomes your file — and it stays your file until it funds.

We're not looking for someone to wait for instructions. We're looking for the person who owns the process — who knows the status of every deal without being asked, chases whoever needs chasing, and closes the loop on everything.

This role is deadline work. Contracts have dates. Escrow has dates. If a date is missed, the deal dies or we lose earnest money.

What You Actually Do (Daily)

-Open the file. Contract signed → send fully executed copy to title/escrow same day, open escrow, confirm EMD wired and receipted, log every key date in the CRM.
-Build and run the date calendar. Inspection deadline, financing contingency, EMD hard date, closing date. Every deadline gets a reminder at 7 days, 3 days, and 1 day.
-Chase title. Order the title commitment, read it when it arrives, flag liens, back taxes, easements, access issues, and probate/heirship problems. Push the title company weekly until cleared.
-Chase everyone else. Surveyors, county offices, notaries, lenders, the buyer's agent. You are the person who follows up, not the person who waits.
-Manage documents. Deeds, addendums, assignments, W-9s, disclosures, closing statements. Correct version, correct signatures, correct place, on time.
-Review the settlement statement before closing. Catch wrong numbers, wrong names, wrong parcel numbers, wrong wiring instructions.
-Send a Monday pipeline report. Every open file, its status, its next deadline, and anything that is stuck and why.
-Escalate fast. If a deal is at risk, I hear about it the same day — not the week it dies.

Requirements

-Full-time, 9AM–6PM US Eastern, Monday–Friday. Non-negotiable.
-Major city with fast, stable internet. Backup internet and power required.
-Excellent written and spoken English. You'll be email ing and calling title companies and attorneys daily.
-Obsessively organized. You track everything in writing. Nothing lives only in your head.
-You follow up without being told. Silence from a title company is a task for you, not an excuse.
-Laziness is not an option. This role is ownership, not order-taking. If you need to be chased, don't apply.

Nice to Have

-Prior transaction coordination, title, escrow, or real estate admin experience
-GoHighLevel (GHL) experience — big plus
-Familiarity with county GIS sites, recorder's offices, and title commitments
-Experience with land specifically (not just houses)

Pay
$700 – $1,100/month, depending on experience
Paid weekly or bi-weekly

Do Not Apply If
-You've never worked to a hard deadline someone else set
-You need to be reminded to follow up
-You're looking for a quiet, passive admin job
-You can't work US Eastern hours

How To Apply — Read Carefully

Start your message with the word "CLOSING" and answer all four. Incomplete applications are deleted without review.

1. Build me a simple tracker.
Make a Google Sheet that tracks these three deals and share the link (set to "anyone with the link can view"):

123 Oak Rd — closing Sept 30 — assigned and sold to an end buyer
45 Pine Ln — closing Oct 14 — received end buyers funds
7 Cedar Way — closing Sept 22 — Under Contract Needs to be assigned

Set it up however you think it should look. There's no template — I want to see how your brain organizes information.

2. Write the actual message.
You email ed the title company on Monday about a missing document. It's now Thursday and they haven't replied. Closing is in 10 days. Write the exact message you'd send them — the real words, not a description of what you'd do.

3. Tell me about a ball you dropped.
Something you forgot, missed, or let slip at work. What happened, and what did you change afterward so it wouldn't happen again?

4. Record a 60-second voice message.
Your name, your city, and tell me about a time you did something you weren't asked to do because you saw it needed to be done.

Reply within 24 hours. How fast and how completely you respond is part of the evaluation.