Real Estate Assistant Transaction Coordinator

Key Responsibilities:

Executive & Administrative Support

• Manage and organize the Director of Sales & Financings inbox
• Review emails daily and prioritize items requiring attention
• Summarize key updates and action items while leadership is traveling
• Return phone calls and respond to general customer inquiries
• Schedule property showings and coordinate appointments
• Maintain organized records and documentation
• Provide general administrative support across the sales department

Transaction Coordination

• Track home sales throughout the sales process
• Monitor pending applications pending sales rentals and completed closings
• Maintain and update master sales tracking spreadsheets with a high level of accuracy
• Coordinate with community managers to ensure reporting remains current
• Ensure transactions continue progressing through each stage of the process
• Follow established workflows and identify any missing steps or delays

Lead Management & Customer Follow-Up

• Respond to inbound inquiries from prospective homebuyers
• Follow up on leads within our CRM
• Schedule home showings
• Send financing application links to qualified prospects
• Follow up with applicants who have not completed their financing application
• Provide friendly professional communication throughout the buyer journey

Operational Support

• Assist multiple community managers with administrative needs
• Help ensure leads are properly followed up on for designated communities
• Identify opportunities to improve efficiency and take work off leaderships plate
• Support additional projects and administrative initiatives as needed

Requirements:

Were looking for someone who is naturally proactive and enjoys staying one step ahead.

The ideal candidate:

• Is highly organized and detail-oriented
• Communicates professionally in fluent English both written and verbal
• Is comfortable speaking with customers over the phone
• Learns new processes quickly
• Can manage multiple priorities without constant supervision
• Takes initiative rather than waiting to be assigned work
• Is dependable responsive and highly accountable
• Enjoys solving problems and figuring things out independently
• Is comfortable working in Google Workspace spreadsheets CRMs and other online tools

Preferred Qualifications:

• 2 years of experience as an Executive Assistant Administrative Assistant Transaction Coordinator Operations Assistant or similar role
• Experience supporting sales or operations teams
• Strong experience with Google Sheets or Microsoft Excel
• CRM experience preferred
• Experience coordinating multiple workflows simultaneously

Note: Traditional real estate transaction experience is not required. Manufactured housing has unique processes and well provide training on our internal systems. Were primarily looking for someone who is organized proactive and eager to learn

Success in This Role:

After your first few months youll be someone leadership can rely on to:

• Keep communications organized without being asked
• Ensure customer inquiries receive prompt follow-up
• Maintain accurate sales tracking and reporting
• Keep transactions moving through the sales process
• Anticipate needs and proactively handle administrative work
• Free up leadership to spend more time visiting communities and supporting business growth

Required Experience:

IC