Senior Real Estate Transaction Coordinator & Virtual Assistant – Championing Seamless Closings, Client Success, Process Automation, and Remote Team Leadership at brighthush

About brighthush

At brighthush, we’re redefining the real‑estate experience by marrying cutting‑edge cloud technology with a laser‑focused commitment to client delight. Our platform transforms every transaction—from the initial offer to the final handover—into a smooth, transparent, and timely journey. Powered by AI‑driven workflows, automated document management, and a culture of continuous improvement, brighthush empowers agents, lenders, title specialists, and homeowners alike to move forward with confidence and clarity.

Founded on the principles of transparency, collaboration, and excellence, brighthush has become the trusted partner for thousands of buyers, sellers, and industry professionals nationwide. Whether you’re a seasoned broker or a first‑time homebuyer, our processes are engineered to streamline every step, ensuring a friction‑free experience that keeps clients coming back.

Why Join brighthush?

When you become part of brighthush, you’re not just filling a role—you’re stepping into a dynamic, remote‑first team that values innovation, autonomy, and work‑life balance. We invest heavily in our people, offering continuous learning, mentorship, and clear pathways to advancement. If you thrive in a fast‑paced environment, love organization, and enjoy being the “go‑to” person for agents and clients, you’ll fit right in.

• Remote‑First Flexibility: Work from anywhere while staying connected to a collaborative, high‑performing team.
• Career‑Building Opportunities: Clear progression tracks, mentorship programs, and access to industry‑leading training.
• Diverse & Inclusive Culture: Every voice is heard, and diverse perspectives are celebrated.
• Cutting‑Edge Tech Stack: Leverage the latest tools to streamline your workflow and boost productivity.
• Impactful Work: Your contributions directly influence the success of agents, lenders, and homeowners.

About the Role

As a Senior Real Estate Transaction Coordinator & Virtual Assistant, you will be the linchpin that keeps our transaction ecosystem running smoothly. You’ll blend deep transaction knowledge with virtual assistance skills to deliver exceptional service to agents, clients, and internal stakeholders. Your role will be both hands‑on and strategic, ensuring every file moves forward on schedule while continuously improving our processes.

Key Responsibilities

• File Setup & Checklist Management: Immediately after mutual acceptance, create a digital folder structure, populate the transaction checklist, and set up automated reminders for key deadlines. This ensures every file is organized from day one.
• Deadline Tracking: Use our proprietary workflow platform to monitor every critical milestone—inspection, financing, appraisal, title review, HOA approval, closing, and possession—so nothing slips through the cracks.
• Vendor & Lender Coordination: Order title and escrow services, confirm appraisal orders, and maintain open lines of communication with lenders to pre‑empt any delays. Your proactive outreach keeps the pipeline moving.
• Inspection & Walk‑through Scheduling: Coordinate inspections, repairs, re‑inspections, and final walkthroughs, ensuring all parties have the necessary access and documentation. Your calendar expertise guarantees timely appointments.
• Client & Stakeholder Updates: Draft and send timely transaction updates to clients, lenders, escrow officers, and agents, keeping everyone informed of progress and next steps. Clear communication is your hallmark.
• Document Collection & Organization: Gather executed purchase agreements, addenda, disclosures, invoices, repair receipts, and any other required documents, ensuring they are properly filed and indexed for easy retrieval.
• Compliance & Quality Assurance: Verify that all signatures, initials, and forms are present, and that the brokerage’s file requirements are met before moving to the next phase. Your eye for detail protects the team from costly errors.
• HOA Resale Package Management: Coordinate HOA resale package requests and follow‑ups when applicable, ensuring all HOA documentation is complete and compliant. You’ll be the bridge between sellers and HOA boards.
• Risk Identification: Proactively flag potential risks—missed deadlines, missing documents, financing delays, appraisal issues—and recommend mitigation strategies. Your foresight keeps transactions on track.
• Process Improvement: Continuously review workflow efficiency, propose automation opportunities, and collaborate with the tech team to refine our platform. Your insights help shape the future of real‑estate transaction management.

Virtual Assistant Support (Secondary)

• Inbox Management: Sort, label, and respond to routine emails, and follow up on pending items to keep the inbox clutter‑free. You’ll be the first line of communication for many stakeholders.
• Calendar Management: Schedule calls, inspections, walkthroughs, and meetings, ensuring optimal time allocation for all stakeholders. Your scheduling precision prevents conflicts.
• CRM Updates: Tag leads, add notes, create tasks, and update pipeline stages to keep the CRM data accurate and actionable. Your data hygiene supports sales and marketing efforts.
• Template & Workflow Creation: Develop reusable email/text templates, checklists, and standard operating procedures to streamline repetitive tasks. Your documentation skills save hours each week.
• Light Administrative Tasks: Draft documents, track tasks in spreadsheets, request information from clients and vendors, and maintain a clean, organized workspace. Your versatility keeps the office running smoothly.
• Event Coordination: Assist in planning virtual events, webinars, and client appreciation initiatives, ensuring seamless execution and follow‑up.

Additional Impact Areas

• Data Analysis & Reporting: Compile transaction metrics, generate performance dashboards, and present insights to leadership to inform strategic decisions.
• Training & Onboarding: Mentor new coordinators and virtual assistants, creating training materials and onboarding programs that accelerate ramp‑up.
• Stakeholder Engagement: Build strong relationships with title companies, lenders, and HOA boards, positioning brighthush as a trusted partner in the ecosystem.
• Technology Evangelism: Champion new tools and features within the platform, ensuring adoption and maximizing ROI.

Essential Qualifications

• Minimum of 2 years’ experience in real estate transaction coordination or a related role.
• Strong understanding of real estate timelines, paperwork, and regulatory compliance.
• Proficiency with industry‑standard transaction management platforms and cloud‑based document signing tools.
• Excellent written and verbal communication skills.
• High level of organization, attention to detail, and ability to multitask under tight deadlines.
• Proactive problem‑solving mindset and the ability to anticipate and mitigate risks.
• Self‑starter who can work independently with minimal supervision.
• Comfortable using data‑driven tools to track performance metrics and generate reports.

Preferred Qualifications

• Experience working with title/escrow companies and lenders.
• Familiarity with HOA documents and resale package requirements.
• Knowledge of CRM systems such as Salesforce, HubSpot, or similar platforms.
• Previous experience in a virtual assistant capacity, managing calendars and email correspondence.
• Strong interpersonal skills and a customer‑centric attitude.
• Certification in transaction coordination, project management, or real estate technology.

Skills & Competencies

• Project Management: Ability to juggle multiple transactions simultaneously while maintaining a high level of accuracy.
• Communication: Clear, concise, and professional communication with agents, clients, lenders, and vendors.
• Technology Savvy: Comfortable with cloud‑based tools, document automation, and data entry.
• Adaptability: Quick to adjust to changing priorities and new processes.
• Team Collaboration: Works effectively with agents, brokers, and support staff to achieve shared goals.
• Analytical Thinking: Ability to interpret data, identify trends, and recommend actionable improvements.

Career Growth & Learning Opportunities

At brighthush, we believe in nurturing talent and providing clear pathways for advancement. As a Senior Real Estate Transaction Coordinator & Virtual Assistant, you’ll have the opportunity to:

• Progress into a Senior Transaction Coordinator role, overseeing larger portfolios and mentoring junior staff.
• Transition into a Real Estate Operations Manager position, where you’ll shape company‑wide processes and policies.
• Participate in ongoing training programs covering advanced real estate law, negotiation tactics, and technology integration.
• Attend industry conferences and webinars to stay ahead of market trends and regulatory changes.
• Earn certifications in transaction coordination, project management, or real estate technology to enhance your professional profile.
• Lead cross‑functional initiatives that drive efficiency and innovation across the organization.

Work Environment & Company Culture

Our culture at brighthush is built on transparency, collaboration, and a shared commitment to excellence. You’ll enjoy:

• A flexible, remote‑first work model with a strong emphasis on work‑life balance.
• Regular team check‑ins, brainstorming sessions, and knowledge‑sharing workshops.
• A supportive environment where ideas are valued and innovation is encouraged.
• Access to cutting‑edge tools and resources that streamline your workflow and boost productivity.
• Cross‑functional collaboration with agents, lenders, title companies, and marketing teams.
• Opportunities to contribute to process improvements and share best practices across the organization.
• Recognition programs that celebrate individual and team achievements.
• Community outreach initiatives that allow you to give back while building industry relationships.

Compensation & Benefits

While specific figures will be discussed during the interview process, brighthush offers a competitive salary package that reflects your experience and the value you bring to our team. In addition, you’ll receive:

• Health, dental, and vision insurance options.
• Flexible paid time off and a generous holiday schedule.
• 401(k) plan with company match.
• Professional development stipend and tuition reimbursement for relevant courses.
• Employee wellness programs and access to mental health resources.
• Annual performance bonuses tied to company and individual metrics.
• Equity or profit‑sharing opportunities for long‑term contributors.
• Technology stipend to support your home‑office setup.

How to Apply

If you’re ready to take the next step in your real estate career and help brighthush deliver unparalleled service to our clients, we’d love to hear from you. Please submit your resume, a brief cover letter outlining your relevant experience, and any portfolio or references that showcase your transaction coordination or virtual assistant work.

Join us in shaping the future of real estate—one transaction at a time.