Real Estate Transaction Coordinator / EA

Real Estate Transaction Coordinator / EA
Part-Time | 20 Hours/Week | Remote | 9:00 AM–1:00 PM Mountain Time

We’re looking for a highly organized, proactive Executive Assistant / Real Estate Transaction Coordinator to support a busy Canadian real estate entrepreneur. This is a right-hand role for someone who loves checklists, stays ahead of deadlines, follows through without reminders, and makes sure nothing falls through the cracks. You’ll help manage real estate transactions, the owner’s calendar and inbox, CRM updates, client follow-ups, and day-to-day administrative priorities.

What You’ll Do
Transaction Coordination

• Track listings and pending transactions from contract to close
• Maintain checklists, documents, deadlines, and outstanding items
• Ensure required documentation is complete and submitted on time
• Follow up with clients, lawyers, mortgage brokers, agents, and other parties
• Keep transaction files organized and accurate
• Proactively identify missing items or upcoming deadlines

Training will be provided on company-specific processes.

Executive Support

• Manage the owner’s calendar, inbox, and priorities
• Track tasks, commitments, and follow-ups
• Coordinate meetings and appointments
• Prepare documents, meeting notes, and client-facing materials
• Organize digital files and communications
• Assist with recurring administrative tasks and occasional personal requests
• Support special projects as needed

CRM, Systems & Client Experience

• Keep client and transaction information updated in the CRM
• Maintain checklists, templates, and workflows
• Work with Google Workspace, DocuSign, CRM platforms, and other cloud-based tools
• Look for opportunities to improve or automate recurring processes
• Communicate with clients when required
• Coordinate client, closing, and anniversary gifts
• Assist with the monthly client newsletter
• Make sure important client follow-ups are completed

What We’re Looking For

• 2+ years of experience as an Executive Assistant, Transaction Coordinator, Real Estate Assistant, or similar role
• Highly organized and detail-oriented
• Proactive, resourceful, and comfortable working independently
• Strong follow-through and sense of urgency
• Excellent written and spoken English
• Strong calendar, email , CRM, and document-management skills
• Comfortable managing multiple priorities and deadlines
• Tech-savvy and quick to learn new systems
• Professional and comfortable communicating with clients
• Canadian real estate experience is a major advantage.
• Experience with Alberta real estate, transaction coordination, real estate compliance,
• Zapier/automation, or supporting a busy entrepreneur is a strong bonus.

Schedule

• 20 hours per week
• Monday to Friday, 9:00 AM–1:00 PM Mountain Time
• Remote
• Reliable availability during these hours is required

How to Apply
Please include:

• A short audio or video introduction
• Your relevant EA, transaction coordination, or real estate experience
• Any Canadian or Alberta real estate experience
• The main CRM and productivity tools you’ve used

Headline requirement: Start your application with:
I KEEP THINGS MOVING – Your Name