Real Estate Operations Coordinator

Work Setup: Remote

Working Schedule: Monday – Friday (Pacific Time)

Salary Range: USD $1,000–$1,300 per month

Employer: A real estate company located in Las Vegas, Nevada

Job Summary

We are seeking a highly organized, proactive, and professional Real Estate Operations Coordinator to support all aspects of our real estate sales operation. This role is essential in ensuring smooth daily administration, exceptional client service, accurate transaction coordination, effective marketing execution, efficient database management, and professional handling of inbound and outbound client communications. The ideal candidate is detail-oriented, responsive, tech-savvy, and capable of managing multiple priorities with minimal supervision.

Key Responsibilities

Administrative Support

• Prepare, organize, and maintain real estate documents accurately and in a timely manner.
• Manage calendars, appointments, and important deadlines.
• Monitor and manage email communications related to clients, transactions, and general administration.
• Track business expenses and maintain organized digital records.
• Ensure all documentation is properly stored and compliant with brokerage standards.

Client Support & Communication

• Serve as the first point of contact for client inquiries via phone, email, and text.
• Handle inbound calls professionally, answering client questions and routing inquiries appropriately.
• Make outbound calls to prospective clients, current clients, vendors, and transaction partners for follow-ups, appointment confirmations, and status updates.
• Schedule listing appointments, buyer consultations, property showings, inspections, appraisals, and closing appointments.
• Follow up with leads and past clients as directed by the agent.
• Provide timely updates to buyers and sellers throughout the transaction process.
• Deliver professional, courteous, and responsive communication at all times while maintaining excellent customer service.

Transaction Coordination

• Coordinate real estate transactions from contract to closing.
• Track critical timelines, deadlines, contingencies, inspections, financing milestones, and closing requirements (update Google Calendar).
• Prepare and collect signatures using DocuSign for required documents.
• Communicate with title companies, escrow officers, lenders, cooperating agents, inspectors, attorneys, and other transaction partners.
• Ensure all files remain compliant with brokerage policies and state regulations.

Database & CRM Management

• Maintain accurate client records in CRM systems (Lofty through Fusion Growth Partners).
• Manage lead tracking, follow-up reminders, and pipeline organization.
• Update contact information and transaction records.
• Generate reports and maintain a clean, organized database.

General Office Support

• Maintain organized digital filing systems (Dropbox).
• Coordinate meetings and assist with daily office operations.
• Support administrative needs as required.
• Assist with special projects and other administrative duties assigned by the agent.

Technology & Tools

• Experience using MLS systems
• CRM software (Lofty)
• Google Workspace (Docs, Sheets, Calendar, Gmail)
• Microsoft Office (Word, Excel, Outlook)
• Canva or similar graphic design platform
• DocuSign, Dotloop, ZipForms, or similar transaction management software (DocuSign preferred)
• VoIP phone systems (RingCentral, Dialpad, Zoom Phone, Google Voice, or similar)
• Comfortable learning and using new technology platforms

Qualifications

• Previous experience as a Real Estate Assistant, Transaction Coordinator, or Real Estate Virtual Assistant preferred.
• Experience handling inbound and outbound calls in a customer service or real estate environment is highly preferred.
• Excellent written and verbal English communication skills with a professional phone presence.
• Strong organizational and time management abilities.
• High attention to detail and accuracy.
• Ability to handle confidential information professionally.
• Customer-service oriented with a positive attitude.
• Ability to multitask and prioritize in a fast-paced environment.

Benefits:

• 13th Month Pay

• HMO & Govt. Contribution Allowance on top of the salary (After a 90-day probationary period)

• Personal Time Off (After a 90-day probationary period)