Transaction Coordinator & Executive Assistant

Position Overview

The Transaction Coordinator & Executive Assistant plays a key role in supporting a top-producing luxury real estate team at ONE Sotheby’s International Realty in Coconut Grove. This position is responsible for managing transactions from contract to close, maintaining listings and MLS input, assisting with executive and administrative operations, and helping oversee luxury properties while listed on the market.

The ideal candidate is highly organized, detail-oriented, professional, and able to provide a white-glove client experience aligned with the Sotheby’s brand.

Key Responsibilities

Transaction Coordination

• Manage transactions from executed contract through closing.
• Ensure all documents are completed, signed, and uploaded to APP Files in compliance with brokerage requirements.
• Coordinate inspections, appraisals, financing, title, deposits, and closing deadlines.
• Act as liaison between agents, clients, lenders, title companies, attorneys, and cooperating brokers.
• Submit compliant files and process commissions for all transactions.

Executive & Administrative Support

• Provide executive support to the managing agent and team.
• Manage calendars, appointments, email inboxes, scheduling, and client follow-ups.
• Maintain CRM systems, transaction checklists, and internal reporting.
• Assist with team coordination, office organization, and daily operations.

Listings, MLS & Marketing

• Maintain active listings and upload/manage MLS listings and status updates.
• Coordinate listing launches including photography, staging, signage, brochures, and marketing materials.
• Assist with seller reports, marketing coordination, and listing presentations.

Property Management Support

• Help oversee luxury homes and vacant listings while on the market.
• Coordinate vendors, maintenance, landscapers, pool services, cleaners, and property appointments.
• Ensure properties remain show-ready and well maintained at all times.

Skills & Qualifications

• 2+ years of real estate transaction coordination or administrative experience preferred.
• Strong understanding of real estate contracts, timelines, and compliance.
• Experience with APP Files, MLS Matrix, Google Workspace, Follow Up Boss CRM, Excel, and Adobe PDF preferred.
• Excellent communication, organization, and multitasking skills.
• Professional, proactive, and detail-oriented.
• Florida Real Estate License preferred but not required.
• Reliable transportation required.
• English required; Spanish preferred.

Why Join Us?

Join a high-performing luxury real estate team backed by the prestige of ONE Sotheby’s International Realty. This is an opportunity to work in the heart of Coconut Grove while supporting exceptional properties, clients, and a collaborative team environment.