Transaction Coordinator

Transaction Coordinator

Position Type: Full-Time | Remote

Working Hours: U.S. Business Hours

About the Role

At Pavago, we are hiring for one of our clients seeking a detail-oriented Transaction Coordinator to manage the administrative and compliance side of real estate transactions in California.

You will support agents from the time a purchase agreement is signed through the close of escrow. Your role will be to keep transaction files organized, track important deadlines, make sure required documents are completed, and coordinate with agents, escrow/title officers, lenders, clients, and other parties involved in the transaction.

This is an operations-focused role that requires strong organization, attention to detail, and the ability to manage multiple transactions at the same time.

Responsibilities

Transaction & File Management

• Open and manage transaction files in the transaction management platform from executed purchase agreement through close of escrow.
• Review contracts, addenda, and disclosures to make sure files are complete and properly documented.
• Maintain organized and accurate transaction files according to brokerage recordkeeping and compliance requirements.
• Prepare and organize documents for review, approval, and signature.

Deadlines & Compliance

• Track important transaction deadlines, including contingency periods, inspection windows, loan and appraisal contingencies, and close-of-escrow dates.
• Proactively monitor deadlines and alert agents when action is required.
• Collect and confirm required California disclosure forms and transaction documents.
• Help ensure transaction files meet California and brokerage compliance requirements.
• Identify missing or incomplete documents before they create delays or compliance issues.

Communication & Coordination

• Act as a point of contact between agents, escrow/title officers, lenders, clients, and other transaction parties.
• Keep all relevant parties informed about transaction progress and outstanding requirements.
• Follow up on pending documents, signatures, approvals, and other transaction items.
• Help keep transactions moving smoothly from contract to closing.

Documents & Transaction Support

• Prepare and route documents for electronic signatures using platforms such as DocuSign or similar tools.
• Coordinate additional transaction items such as home warranty orders, repair documentation, and vendor scheduling.
• Support agents with administrative tasks related to active transactions.
• Manage multiple files and transactions while maintaining a high level of accuracy and attention to detail.

What Makes You a Perfect Fit

• You are highly organized and comfortable managing multiple deadlines at the same time.
• You pay close attention to details and can quickly identify missing or incorrect information.
• You are proactive and follow up on tasks without needing constant supervision.
• You communicate clearly and professionally with agents, clients, and external partners.
• You are comfortable working with contracts, disclosures, transaction documents, and real estate systems.
• You can stay organized and calm while managing multiple transactions at different stages.
• You take ownership of your work and understand the importance of accuracy in real estate transactions.

Required Experience & Skills

Must-Haves

• 1–3+ years of experience as a Transaction Coordinator, Escrow Assistant, or in a similar real estate transaction support role.
• Working knowledge of California residential real estate transactions, contracts, timelines, and disclosure requirements.
• Strong understanding of transaction coordination from executed contract through close of escrow.
• Experience managing multiple transactions, files, or deadlines at the same time.
• Experience using transaction management and electronic signature platforms.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to proactively track deadlines and follow up on outstanding items.
• Ability to work independently and manage tasks without constant supervision.

Nice-to-Haves

• Experience supporting multiple real estate agents or a full brokerage team.
• Experience with DocuSign Rooms, Dotloop, or similar transaction management platforms.
• Experience working with California disclosure forms such as TDS, NHD, SPQ, and AVID.
• Previous experience coordinating with escrow/title companies, lenders, and other transaction partners.
• Experience working in a real estate brokerage or transaction coordination environment.

Interview Process

• Initial screening with Pavago.
• Client interview.
• Final selection and onboarding.

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