Job Description:

We’re looking for a highly organized and detail-driven Transaction Coordinator to manage real estate deals from contract to close—and beyond.

This role is all about precision, timelines, and follow-through. You’ll be handling multiple transactions at once, making sure every step is completed on time, documented properly, and nothing slips through the cracks.

If you love checklists, systems, and keeping things running smoothly behind the scenes—this is for you.

Key Responsibilities:

1. Contract to Close Management

• Take ownership of transactions once a contract is signed

• Organize and upload all documents into the system

• Track key dates and deadlines (earnest money, inspections, appraisal, closing)

• Update transaction status across platforms

2. Coordination & Communication

• Coordinate with agents, lenders, and title companies

• Send required documents and updates to all parties

• Ensure all paperwork is complete and accurate

3. Timeline & Deadline Tracking

• Monitor each stage of the transaction process

• Follow up to ensure inspections, appraisals, and loan steps are completed on time

• Keep everything aligned with the closing schedule

4. File Management & Compliance

• Maintain clean, complete, and compliant transaction files

• Upload and organize documents in Google Drive and transaction platforms

• Ensure all required documents are signed and stored properly

5. Closing Preparation

• Schedule closing and final walkthroughs

• Review settlement statements for accuracy

• Confirm all conditions are met before closing

6. Post-Close Tasks

• Archive completed files properly

• Update systems to reflect closed transactions

• Ensure all records are complete and organized

Tools You’ll Use:

• Dotloop

• Follow Up Boss (FUB)

• Brivity

• MLS (HMLS or similar)

• Google Drive

• Google Calendar

• Title Company Portals

• Achosa (Home Warranty Portal)

What We’re Looking For:

• Strong attention to detail (nothing gets past you)

• Excellent time management and organization

• Ability to manage multiple transactions at once

• Clear and professional written communication

• Experience in real estate transactions is a big plus

• Comfortable working with systems, checklists, and deadlines

Important Notes:

• This is a backend support role (no direct client calls)

• You’ll be working with a structured process—accuracy is critical

• Mistakes can impact deals, so accountability is key

We sometimes ask for flexible support on related tasks, but nothing outside your skill set—and always with clear communication.

Work Schedule:

• Monday to Friday, 9:00 AM – 5:00 PM CST (30 hours per week, with opportunity to move into full-time)

Rate: $5 USD/hour

Benefits:

• Paid 30 business days of training (focused on both mindset and skillset)

• Work-from-home opportunity

• 9th month, anniversary, and performance bonuses

• Access to training resources

• Collaborate with an excellent community of VAs

• Weekly payment

• Claim reimbursements every quarter for Philhealth contributions after 6 months of tenure, and after 1 year opt between Philhealth or HMO

Why Join us?

Join Phyllis Song Virtual Dream Team as a Transaction Coordinator and be part of a dynamic team that thrives on efficiency, collaboration, and growth. You’ll have the opportunity to work with passionate professionals while honing your skills in a supportive, client-focused environment.