Dynamic Real Estate Transaction Coordinator & Virtual Assistant – Drive Deals, Manage Admin, and Elevate Client Experience

About brighthush

brighthush is a forward‑thinking real estate brokerage that blends cutting‑edge technology with a client‑first philosophy. We empower agents to focus on what they do best—building relationships and closing deals—while our internal teams handle the intricate details that keep transactions moving smoothly. With a culture rooted in transparency, collaboration, and continuous learning, brighthush is the place where ambitious professionals can grow, innovate, and make a real impact on the market.

Why Join brighthush?

At brighthush, we believe that every transaction is an opportunity to deliver exceptional service. As a Transaction Coordinator & Virtual Assistant, you’ll be the linchpin that keeps the entire process on track, ensuring that agents, clients, lenders, and title companies all stay aligned. In return, you’ll receive a supportive work environment, competitive compensation, and a clear path for career advancement—whether you aspire to become a Senior Coordinator, a Project Manager, or a future broker.

Key Responsibilities

• Transaction Coordination (Core)
  • Set up a new transaction file immediately after mutual acceptance, creating a digital folder structure, checklist, and timeline.
  • Track every contract deadline—inspection, financing, appraisal, title review, HOA, closing, possession—using a centralized system.
  • Order title and escrow services, coordinate with lenders, and confirm appraisal orders and status updates.
  • Schedule inspections, walkthroughs, repairs, re‑inspections, vendor access, and closing logistics.
  • Prepare and send timely transaction updates to clients, lenders, escrow officers, and agents.
  • Collect, organize, and verify all documents: executed Purchase & Sale Agreements, addenda, disclosures, invoices, repair receipts, and any brokerage file requirements.
  • Ensure compliance by tracking missing signatures, initials, forms, and any regulatory or brokerage-specific documentation.
  • Coordinate HOA resale package requests and follow‑ups when applicable.
  • Proactively flag risks such as missed deadlines, missing documents, buyer financing delays, or appraisal issues, and recommend mitigation strategies.
• Virtual Assistant Support (Secondary)
  • Manage the broker’s inbox: sort, label, respond to routine messages, and follow up on pending items.
  • Handle calendar management—schedule calls, inspections, walkthroughs, and internal meetings.
  • Maintain the CRM: tag contacts, add notes, create tasks, and update pipeline stages.
  • Create simple templates and repeatable workflows, including email/text templates and checklists.
  • Perform light administrative duties: draft documents, track tasks, update spreadsheets, and request information from clients or vendors.

Essential Qualifications

• Minimum of 2 years experience in real estate transaction coordination or a related role.
• Strong understanding of real estate timelines, paperwork, and communication protocols.
• Proficiency with transaction management software (e.g., Dotloop, DocuSign, or comparable platforms).
• Excellent organizational skills with the ability to manage multiple concurrent transactions.
• High level of attention to detail and a proactive approach to problem‑solving.
• Strong written and verbal communication skills; ability to interact professionally with agents, clients, lenders, and title companies.
• Self‑motivated, reliable, and capable of working independently without constant supervision.
• Basic knowledge of real estate contracts, disclosures, and closing documents.

Preferred Qualifications

• Experience working in a brokerage environment with a high volume of transactions.
• Familiarity with HOA resale processes and related documentation.
• Knowledge of escrow and title company workflows.
• Experience with CRM systems such as Salesforce, HubSpot, or similar.
• Previous virtual assistant experience, especially in a real estate context.
• Certifications such as Certified Transaction Coordinator (CTC) or Real Estate Salesperson license.

Core Skills & Competencies

• Project Management – Ability to plan, execute, and monitor multiple tasks simultaneously.
• Time Management – Prioritize deadlines and deliver on schedule.
• Communication – Clear, concise, and professional communication across all stakeholders.
• Technology Savvy – Comfortable with cloud storage, document management, and real‑time collaboration tools.
• Problem Solving – Identify potential roadblocks early and propose effective solutions.
• Adaptability – Thrive in a fast‑paced, ever‑changing environment.
• Customer‑Centric Mindset – Focus on delivering an outstanding experience for clients and agents alike.

Career Growth & Learning Opportunities

At brighthush, we invest in our people. As you master transaction coordination, you’ll have the chance to:

• Progress to a Senior Transaction Coordinator role, overseeing a larger portfolio of deals.
• Transition into Project Management, leading cross‑functional teams and process improvements.
• Explore a path toward brokerage ownership or partnership, leveraging the deep industry knowledge you’ll acquire.
• Participate in ongoing training programs, including real‑estate law updates, technology workshops, and leadership development.
• Attend industry conferences and networking events to broaden your professional network.

Work Environment & Company Culture

brighthush fosters a collaborative, inclusive, and innovative culture. Our team values:

• Transparency – Open communication channels and clear expectations.
• Collaboration – Cross‑departmental teamwork to solve challenges quickly.
• Innovation – Encouragement to experiment with new tools and processes.
• Work‑Life Balance – Flexible scheduling, remote work options, and generous time‑off policies.
• Recognition – Regular shout‑outs, performance bonuses, and career milestone celebrations.

Compensation & Benefits

While specific figures vary based on experience, brighthush offers a competitive salary package that includes:

• Base salary commensurate with industry standards.
• Performance‑based bonuses tied to transaction volume and client satisfaction.
• Health, dental, and vision insurance for you and your dependents.
• 401(k) retirement plan with company match.
• Paid time off, sick leave, and holiday schedule.
• Professional development stipend and tuition reimbursement for relevant courses.
• Access to cutting‑edge real‑estate technology and tools.

How to Apply

Ready to take the next step in your real‑estate career? Submit your resume and a brief cover letter outlining why you’re the perfect fit for brighthush. We’re excited to hear how your experience and passion align with our mission to deliver unparalleled service to every client.