Real Estate Transaction Coordinator

About the Role

We're hiring on behalf of a boutique real estate team in Miami that handles residential sales, commercial deals, investor transactions, and a property management portfolio. Much of their clientele is international, and many transactions run into the millions, so there's no room for missed deadlines or sloppy paperwork.

They're looking for a sharp, organized, and resourceful Transaction Coordinator who can keep every deal on track from contract to close and also support the day-to-day of the property management side. You'll work closely with the broker/founder, his business partner, and the co-owner who runs the property management portfolio. The team communicates through shared group chats, so you'll always have support and visibility into what's happening.

Transaction coordination is the core of this role. If you have strong TC experience and good common sense, the team will train you on the property management side.

What You'll Do

Transaction & Listing Coordination (primary focus)

• Manage roughly 70–80 transactions per year (residential sales, leases, investor and commercial deals) from contract to close
• Track and own all critical contract dates, and proactively remind the agents about upcoming deadlines as priorities shift
• Communicate professionally with buyers, sellers, cooperating agents, lenders, title companies, and attorneys to keep every transaction moving
• Upload and manage transaction documents in dotloop and keep files compliant
• Input listings into the MLS
• Create listing marketing materials and presentations using Compass tools and Canva, and help promote listings through Instagram and email campaigns
• Prepare commercial Letters of Intent (LOIs) using existing templates for the team's review (training provided)
• Join video calls with clients when needed, many of whom are based overseas

Property Management Support

• Reconcile monthly rent payments in Yardi and follow up with tenants on late payments
• Coordinate maintenance requests between tenants and the team's established vendors (plumbing, AC, general maintenance, pest control)
• Log vendor invoices in Yardi and process payments
• Maintain the monthly income and expense spreadsheet and match it against bank statements for the accountant
• Help identify and break down Yardi deposits when the accountant has questions

What We're Looking For

Must-haves

• 3+ years of real estate transaction coordination experience with U.S. teams, brokerages, or agents
• Hands-on experience with dotloop (or similar platforms like SkySlope) and MLS listing input
• Fluent in English and Spanish, written and spoken
• Excellent organization and follow-through, with the ability to manage multiple deals and shifting priorities without dropping anything
• A proactive, resourceful mindset. You don't wait to be reminded, you do the reminding
• Polished, professional communication on calls, video, and email
• Reliable internet, a quiet workspace, and a professional video setup

Nice-to-haves

• Experience working in the Compass platform
• Experience with commercial real estate transactions or LOIs
• Marketing experience (Canva, Instagram, email campaigns)
• Experience supporting high-volume teams or high-value transactions

Who Thrives in This Role

Someone who stays calm and focused when several deals are moving at once, who communicates clearly and diplomatically with clients and other agents, and who takes ownership of the details. The team values reliability, resourcefulness, and good judgment, and they're invested in training the right person long-term. Their current assistant has been with them for years and will help with onboarding.