Senior Real Estate Transaction Coordinator & Virtual Assistant – Master of Deal Flow, Precision Administration, and Client Experience Excellence at brighthush

About brighthush

At brighthush, we’re redefining what it means to be a real‑estate brokerage in the 21st century. Our mission is simple yet ambitious: to create a market that moves faster, operates smarter, and serves clients with an unrivaled level of transparency and care. By marrying cutting‑edge technology with a culture that prizes collaboration, continuous learning, and ethical excellence, we empower our 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.

Whether you’re a seasoned professional or a rising star, brighthush offers a platform where ambition meets opportunity. Every team member has the chance to leave a lasting impact on the industry, to shape processes that set new standards, and to grow their career in a supportive, forward‑thinking environment.

Why This Role Matters

In the high‑velocity world of real‑estate transactions, timing and precision are everything. As a Transaction Coordinator & Virtual Assistant, you become the linchpin that ensures every agent, client, lender, and title company stays aligned. Your meticulous oversight directly translates into faster closings, happier clients, and higher agent productivity. In return, brighthush offers a supportive environment, competitive compensation, and a clear path for career advancement—whether you aim to become a Senior Coordinator, a Project Manager, or a future broker.

Key Responsibilities

Transaction Coordination (Core)

• Initiate and Organize – Create a new transaction file immediately after mutual acceptance, setting up a digital folder structure, comprehensive checklist, and a detailed timeline.
• Deadline Management – Track every contract deadline—inspection, financing, appraisal, title review, HOA, closing, possession—using a centralized system and send proactive reminders.
• Vendor Coordination – Order title and escrow services, liaise with lenders, confirm appraisal orders, and monitor status updates.
• Logistics Planning – Schedule inspections, walkthroughs, repairs, re‑inspections, vendor access, and closing logistics, ensuring all parties are informed.
• Communication Hub – Prepare and send timely transaction updates to clients, lenders, escrow officers, and agents, maintaining a single source of truth.
• Document Management – Collect, organize, and verify all documents: executed Purchase & Sale Agreements, addenda, disclosures, invoices, repair receipts, and any brokerage file requirements.
• Compliance Oversight – Track missing signatures, initials, forms, and any regulatory or brokerage‑specific documentation to keep the file compliant.
• HOA Resale Support – Coordinate HOA resale package requests and follow‑ups when applicable, ensuring smooth transitions for homeowners.
• Risk Identification – Proactively flag risks such as missed deadlines, missing documents, buyer financing delays, or appraisal issues, and recommend mitigation strategies.

Virtual Assistant Support (Secondary)

• Inbox Management – Sort, label, respond to routine messages, and follow up on pending items for the broker.
• Calendar Coordination – Schedule calls, inspections, walkthroughs, and internal meetings, ensuring optimal time utilization.
• CRM Maintenance – Tag contacts, add notes, create tasks, and update pipeline stages to keep the database current.
• Template Creation – Develop simple templates and repeatable workflows, including email/text templates and checklists, to streamline communication.
• Administrative Tasks – Draft documents, track tasks, update spreadsheets, and request information from clients or vendors as needed.

Additional Value‑Adding Activities

• Assist in onboarding new agents by providing training on transaction processes and internal tools.
• Collaborate with marketing to create client‑facing documents such as closing kits and post‑closing thank‑you packages.
• Participate in process improvement initiatives, suggesting automation or workflow enhancements.
• Serve as a point of contact for technology support related to transaction management platforms.

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.