Real Estate Transaction Coordinator & Personal Assistant

Real Estate Transaction Coordinator & Executive Assistant (Follow Up Boss, Lone Wolf, Bright MLS, KW Command)

JOB TYPE: Part-time, 20-25 hours/week, with a path to full-time
SCHEDULE: [4] hours of overlap with US Eastern time, [days/hours]

ABOUT US
KB Homes & Luxury at KW Empower is a top-producing real estate team serving Philadelphia, Montgomery and Bucks County, South Jersey, and the Jersey Shore. Our motto is "Education. Empowerment. Someone in your corner." We are looking for a detail-obsessed, proactive assistant who makes sure every client and every deal is handled with care.

TRANSACTION COORDINATION

• Open each file in Lone Wolf the day the contract is signed and build the full deadline timeline
• Track every contingency and deadline, and alert Keri at least [48 hours] before each one
• Order and schedule inspections, appraisals, and title work
• Follow up with lenders, title companies, and other agents until every item is done
• Send clients a welcome email and "what happens next" checklist, then keep them updated
• Prepare repair requests, amendments, and extensions for Keri's review
• Confirm the final walkthrough and closing details
• Close out each file and upload all documents to Lone Wolf and KW Command

LISTINGS

• Gather listing details, photos, and disclosures
• Enter new listings in Bright MLS and KW Command, then update status, price changes, and open houses
• Check that listings show correctly on syndication sites
• Use AI to draft listing descriptions for Keri's approval
• Order signs, lockboxes, and photography

PERSONAL ASSISTANT

• Manage Keri's inbox, calendar, and showing schedule
• Book appointments and send reminders
• Help with event and travel logistics
• Prepare client closing gifts
• Set closing-anniversary and check-in reminders for every past client

REQUIREMENTS

• 1+ year of US real estate transaction coordination (PA/NJ is a big plus)
• Experience with Lone Wolf, or strong experience with a similar platform and a willingness to learn Lone Wolf
• Familiarity with an MLS, ideally Bright MLS
• Comfortable with Google Workspace and AI tools like Claude or ChatGPT
• Excellent written English that is warm, clear, and error-free
• Reliable internet, backup power, and a working laptop
• Organized, proactive, and able to catch problems before they happen
• Comfortable working independently and asking questions early

NICE TO HAVE

• Experience with Follow Up Boss or KW Command
• Experience with a luxury or high-touch client service business

TO APPLY (follow all steps or your application won't be read):

1. Put "KEEP DEALS ON TRACK" as the first line of your message
2. Tell us your US real estate experience and which platforms you've used
3. Answer in 2-3 sentences: A contingency deadline is tomorrow and the lender hasn't responded. What do you do?
4. Attach a 1-2 minute video intro (Loom is fine)
5. Shortlisted applicants will complete a paid test task

We look forward to meeting you!