Real Estate Administrative + Transaction Coordinator Assistant (Marketing & Clie
Keller Williams Realty, LLC, Florida, New York, United States
Keller Williams Realty, LLC, headquartered in Austin, Texas, is the world’s largest real estate franchise by agent count, with over 1,100 offices and 176,000 agents worldwide. Recognized as the top real estate firm.
Role Description
This is a full-time, on-site role as a Real Estate Administrative and Transaction Coordinator Assistant, located in Cocoa Beach, FL. The candidate will be responsible for managing administrative tasks, coordinating transactions, maintaining accurate records, providing exceptional customer service, and assisting with event planning. Additionally, the role includes supporting marketing efforts and ensuring smooth day-to-day operations within the office to enhance client satisfaction and business efficiency. Summary
Seeking a highly organized, proactive, and detail-oriented
Real Estate Administrative & Transaction Coordinator Assistant
to support a busy Realtor. This role requires someone experienced in real estate transactions who can manage contract-to-close files, MLS listing uploads, vendor scheduling, social media marketing, and overall administrative support. The ideal candidate is
responsible, tech-savvy, technically inclined, and thrives in a fast-paced environment
while keeping everything organized and on schedule. Key Responsibilities
Transaction Coordination & Contract-to-Close Management: Manage real estate transactions from
contract to close . Track critical deadlines (contingencies, inspections, appraisal, loan approval, closing). Communicate with clients, agents, escrow/title, and lenders to ensure smooth closings. Prepare, send, and track documents for signatures. Maintain complete and compliant transaction files. MLS & Listing Management
Upload and manage listings in the MLS. Ensure accuracy of listing details, remarks, photos, disclosures, and attachments. Coordinate scheduling for photography, videography, drone footage (if needed), inspections, and vendor appointments. Support listing prep and ensure timelines stay on track. Calendar & Schedule Management
Manage and maintain the agent’s calendar daily. Schedule appointments, including showings, inspections, photographers/videographers, listing appointments, and closings. Confirm upcoming appointments and send reminders to all parties involved. Coordinate timing between clients, vendors, lenders, escrow/title, and agents. Help organize daily priorities and weekly planning to keep the agent on track. Marketing & Social Media
Assist with social media marketing (Instagram, Facebook, TikTok, etc.). Stay current with real estate trends, viral content, and trending audio/topics. Order monthly postcards. Create and post marketing content such as Just Listed / Just Sold, Coming Soon, Open House announcements, and market updates (reels). Create flyers and marketing materials for open houses and listings (Canva preferred). Client Care, CRM & Outreach
Maintain and update CRM/database. Help with client follow-up, research, and organization. Send birthday cards, holiday cards, and client appreciation mailings. Assist with client gifts, pop-bys, and relationship-building campaigns. Events & Open House Support
Assist in organizing client appreciation events. Support open houses by preparing flyers, sign-in sheets, and marketing materials. Help coordinate signage and event setup as needed. General Administrative Support
Keep the agent organized, prepared, and ahead of deadlines. Order office supplies and manage inventory. Run errands as needed, including picking up lockboxes, keys, signs, etc. Support day-to-day operations and handle tasks with urgency and accuracy. Technical Skills (Must Be Technically Inclined)
Comfortable learning and using real estate tools, CRMs, and digital platforms quickly. Able to troubleshoot basic tech issues and handle multiple systems confidently. Experience using tools such as MLS platforms, DocuSign / digital signatures, Canva (flyers + posts), Google Workspace (Drive, Docs, Sheets, Calendar). Social media scheduling platforms (optional). Required Qualifications
Real estate administrative or transaction experience preferred. Strong understanding of real estate contracts, timelines, and paperwork. Extremely organized and detail-oriented. Reliable, responsible, and strong communication skills. Ability to multitask and stay calm under pressure. Professional and client-friendly demeanor. Transportation Requirement
Must have a reliable vehicle and valid driver’s license. Able to travel locally to pick up lockboxes, keys, marketing materials, etc. Ideal Candidate Traits
Organized and deadline-driven. Tech-savvy and a quick learner. Strong follow-up and communication. Creative and confident with marketing. Proactive and takes initiative. Trustworthy with confidential information. Bonus (Preferred Skills)
Experience as a Transaction Coordinator. Video editing basics (CapCut, InShot, Reels/TikTok editing). CRM experience (Follow Up Boss, kvCORE, LionDesk, etc.). Email marketing experience (Mailchimp, Constant Contact, etc.). Note: Do not reply to Indeed ads, call, or text to the provided number.
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This is a full-time, on-site role as a Real Estate Administrative and Transaction Coordinator Assistant, located in Cocoa Beach, FL. The candidate will be responsible for managing administrative tasks, coordinating transactions, maintaining accurate records, providing exceptional customer service, and assisting with event planning. Additionally, the role includes supporting marketing efforts and ensuring smooth day-to-day operations within the office to enhance client satisfaction and business efficiency. Summary
Seeking a highly organized, proactive, and detail-oriented
Real Estate Administrative & Transaction Coordinator Assistant
to support a busy Realtor. This role requires someone experienced in real estate transactions who can manage contract-to-close files, MLS listing uploads, vendor scheduling, social media marketing, and overall administrative support. The ideal candidate is
responsible, tech-savvy, technically inclined, and thrives in a fast-paced environment
while keeping everything organized and on schedule. Key Responsibilities
Transaction Coordination & Contract-to-Close Management: Manage real estate transactions from
contract to close . Track critical deadlines (contingencies, inspections, appraisal, loan approval, closing). Communicate with clients, agents, escrow/title, and lenders to ensure smooth closings. Prepare, send, and track documents for signatures. Maintain complete and compliant transaction files. MLS & Listing Management
Upload and manage listings in the MLS. Ensure accuracy of listing details, remarks, photos, disclosures, and attachments. Coordinate scheduling for photography, videography, drone footage (if needed), inspections, and vendor appointments. Support listing prep and ensure timelines stay on track. Calendar & Schedule Management
Manage and maintain the agent’s calendar daily. Schedule appointments, including showings, inspections, photographers/videographers, listing appointments, and closings. Confirm upcoming appointments and send reminders to all parties involved. Coordinate timing between clients, vendors, lenders, escrow/title, and agents. Help organize daily priorities and weekly planning to keep the agent on track. Marketing & Social Media
Assist with social media marketing (Instagram, Facebook, TikTok, etc.). Stay current with real estate trends, viral content, and trending audio/topics. Order monthly postcards. Create and post marketing content such as Just Listed / Just Sold, Coming Soon, Open House announcements, and market updates (reels). Create flyers and marketing materials for open houses and listings (Canva preferred). Client Care, CRM & Outreach
Maintain and update CRM/database. Help with client follow-up, research, and organization. Send birthday cards, holiday cards, and client appreciation mailings. Assist with client gifts, pop-bys, and relationship-building campaigns. Events & Open House Support
Assist in organizing client appreciation events. Support open houses by preparing flyers, sign-in sheets, and marketing materials. Help coordinate signage and event setup as needed. General Administrative Support
Keep the agent organized, prepared, and ahead of deadlines. Order office supplies and manage inventory. Run errands as needed, including picking up lockboxes, keys, signs, etc. Support day-to-day operations and handle tasks with urgency and accuracy. Technical Skills (Must Be Technically Inclined)
Comfortable learning and using real estate tools, CRMs, and digital platforms quickly. Able to troubleshoot basic tech issues and handle multiple systems confidently. Experience using tools such as MLS platforms, DocuSign / digital signatures, Canva (flyers + posts), Google Workspace (Drive, Docs, Sheets, Calendar). Social media scheduling platforms (optional). Required Qualifications
Real estate administrative or transaction experience preferred. Strong understanding of real estate contracts, timelines, and paperwork. Extremely organized and detail-oriented. Reliable, responsible, and strong communication skills. Ability to multitask and stay calm under pressure. Professional and client-friendly demeanor. Transportation Requirement
Must have a reliable vehicle and valid driver’s license. Able to travel locally to pick up lockboxes, keys, marketing materials, etc. Ideal Candidate Traits
Organized and deadline-driven. Tech-savvy and a quick learner. Strong follow-up and communication. Creative and confident with marketing. Proactive and takes initiative. Trustworthy with confidential information. Bonus (Preferred Skills)
Experience as a Transaction Coordinator. Video editing basics (CapCut, InShot, Reels/TikTok editing). CRM experience (Follow Up Boss, kvCORE, LionDesk, etc.). Email marketing experience (Mailchimp, Constant Contact, etc.). Note: Do not reply to Indeed ads, call, or text to the provided number.
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