Real Estate Executive Assistant / Transaction Coordinator

Company: MySigrid
Location: Remote (aligned with US time zones)

About the Role

MySigrid is seeking a highly experienced and detail-oriented Real Estate Virtual Assistant with comprehensive knowledge of the US real estate market. You will be an integral part of real estate operations, managing complex transactions, overseeing escrow processes, and serving as a key point of coordination between all parties involved in a deal. This role requires thriving in a fast-paced environment, proactively managing timelines, and delivering seamless real estate experiences from contract to close.

Responsibilities

Transaction Management

• Oversee end-to-end real estate transactions, ensuring alignment and timely progress among buyers, sellers, agents, lenders, and title companies.
• Monitor and manage transaction timelines, contingency deadlines, and closing dates with precision.
• Prepare, review, and organize real estate contracts, purchase agreements, disclosures, and addenda.
• Maintain accurate records in transaction management platforms (e.g., Dotloop, Skyslope).
• Proactively identify and coordinate resolutions for potential issues to keep deals on track.

Escrow & Closing Coordination

• Coordinate directly with escrow officers and title companies for smooth closings.
• Prepare and track escrow instructions, earnest money deposits, closing disclosures, and settlement statements.
• Ensure accurate and timely submission of all required documentation.
• Follow up on outstanding items, signatures, and approvals.
• Assist with post-closing tasks, including file archiving and final documentation distribution.

Listings & Market Research

• Create, manage, and update MLS listings with accurate property details.
• Conduct Comparative Market Analyses (CMAs) and provide insights on US real estate market trends.
• Research property data, neighborhood statistics, and competitive listings.
• Monitor market activity and flag relevant changes impacting transactions.

Client & Stakeholder Communication

• Serve as a professional point of contact for clients, agents, lenders, and other stakeholders.
• Draft and send regular transaction updates, follow-up emails, and status reports.
• Schedule appointments, property showings, inspections, and walkthroughs.
• Manage CRM platforms (e.g., Follow Up Boss, Salesforce) to maintain current contacts and communications.

Administrative Support

• Provide day-to-day administrative support to real estate agents or brokerages.
• Organize and maintain digital filing systems.
• Assist with social media content, email campaigns, or marketing materials as needed.
• Track agent productivity, deal pipelines, and reporting dashboards.

Minimum Requirements

• Minimum 2-3 years of experience as a Real Estate VA, Transaction Coordinator, or similar role.
• Deep knowledge of the US real estate market, terminology, and transaction processes.
• Proven hands-on experience managing escrow transactions and coordinating closings.
• Proficiency with real estate platforms (MLS, Dotloop, Skyslope, Zipforms, etc.).
• Strong working knowledge of CRM platforms and Google Workspace / Microsoft 365.
• Exceptional attention to detail, organizational skills, and ability to manage multiple transactions.
• Excellent written and verbal English communication skills.
• Highly self-motivated and capable of working independently in a fully remote setup, aligned with US time zones.

Nice to Have

• Direct experience supporting US-based real estate agents, teams, or brokerages.
• Background in title, escrow, or mortgage processing.
• Familiarity with state-specific real estate laws and disclosures.
• Experience with real estate marketing tools.
• Knowledge of investment properties, short sales, or REO transactions.

Benefits & Perks

• Two weeks of paid training.
• Vacation leave and Sick leave credits.
• HMO Package for employee and two dependents.
• Reimbursable internet charges.
• Comprehensive training and continuous learning.
• Opportunity to contribute to new technology development.
• Emphasis on work-life balance with remote work flexibility.
• Opportunity for career advancement within the company.
• Dynamic team environment with knowledge sharing.
• Corporate culture emphasizing Integrity, Passion, Teamwork, Respect, Proactiveness, Accountability, and Determination.
• Access to co-working offices in BGC, Ortigas, and Makati (monthly meetings).