Transaction Coordinator/ Virtual Assistant

Real Estate Transaction Coordinator & Executive Assistant (Per-Contract)

A St. Louis, Missouri Realtor

Pay: $6–$9/hour, DOE

Schedule: Per-contract, as-needed — you're engaged for each client's full closing period (typically 28–40 days), with responsiveness expected during US Central business hours throughout that window

About the Role

I'm a St. Louis, Missouri Realtor looking for an experienced Real Estate Transaction Coordinator who can also operate as a right-hand Executive Assistant. For each client we bring on, you'll own the communication and coordination from contract to closing (typically a 28–40 day window) — keeping the deal on track and acting as the first point of contact when agents, buyers, sellers, investors, title companies, lenders, and inspectors need something handled quickly.

This is not an entry-level data-entry role. We need someone who already understands US real estate transactions, can fill out and proofread contracts accurately, and can be trusted to represent me professionally in every email and text. Work comes in per transaction rather than as a fixed weekly schedule, so the number of active files — and your hours — will scale with how many clients we have under contract at a given time. If you do great work here, there is real room to grow into a broader, more consistent assistant role over time.

What You'll Be Doing

• Coordinating real estate transactions end-to-end: opening files, tracking deadlines, and following every contract through to closing
• Filling out, reviewing, and proofreading purchase agreements, disclosures, and other contract paperwork for accuracy and completeness
• Communicating daily with other agents, investors, buyers, sellers, title companies, lenders, and inspectors to keep transactions moving
• Scheduling and confirming inspections, appraisals, and closing appointments
• Monitoring contract deadlines (option periods, financing, inspection, closing) and proactively flagging anything at risk
• Managing and updating leads/contacts in our CRM (Follow Up Boss and BoldTrail)
• Responding quickly and professionally to texts and email s on my behalf, often making judgment calls on routine items without needing to ask first
• Keeping my calendar, inbox, and to-do list organized, and handling ad hoc personal/business assistant tasks as they come up

Must-Haves

• Prior experience as a Transaction Coordinator, Real Estate Virtual Assistant, or similar role in US residential real estate (please don't apply without this — it's the one requirement we won't compromise on)
• Strong written English — clean, professional, error-free email s and texts
• Comfortable proofreading legal/contract documents for errors and missing information
• Your own professional email address already set up and ready to use — we should not need to create or configure anything for you
• Reliable internet, a working computer, and a quiet space for calls
• Fast response times — this role is judged heavily on how quickly and reliably you reply
• Available and responsive during US Central business hours for the full duration of each transaction you're assigned (typically 28–40 days, contract to close)
• Comfortable with a per-contract workload — hours will vary based on how many clients are active at once, rather than a fixed weekly schedule

Nice to Have (Not Required)

• Experience with Follow Up Boss and/or BoldTrail
• Experience with e-signature/transaction platforms (DocuSign, Dotloop, SkySlope, or similar)
• Experience supporting a solo agent, team, or broker directly (vs. a large TC company)
• General EA/PA experience (calendar management, inbox triage, light bookkeeping)

Why Work With Us

• Steady stream of new clients/transactions, with the potential for multiple files running at once
• Direct line to the broker/agent, not buried under layers of management
• Clear processes and checklists so you're never guessing what "done" looks like
• Opportunity to grow into a broader, more consistent assistant role as we take on more business

How to Apply

Apply through OnlineJobs.ph as usual with your resume/profile. Because we get a high volume of AI-generated, copy-paste applications, we screen for people who actually read the full post.

In your application message, please include all three of the following, in this order

1. The word "CLOSING" as the very first word of your message (this confirms you read the full post — applications missing this word will not be reviewed)
2. Your specific past experience as a Transaction Coordinator or real estate VA — company/agent name, how long, and roughly how many transactions you've handled
3. A 2–3 sentence example of a real transaction you coordinated that hit a snag (financing delay, inspection issue, missed deadline, difficult party, etc.) and how you personally handled it

Generic or copy-pasted applications, and applications missing any of the three items above, will be skipped automatically. Qualified applicants will be contacted for a short interview within a few days.