We are a high-producing real estate team serving the Greater Seattle area, primarily Kirkland, Bellevue, and surrounding Eastside communities. We are looking for an experienced Senior Real Estate Office Manager & Transaction Coordinator to take ownership of our daily operations and provide high-level support across transactions, listings, administration, client service, and light marketing.
This is not a traditional transaction coordinator position. We need someone who can manage the broader office operation, anticipate what needs attention, organize competing priorities, and ensure that important details do not fall through the cracks.
Our transaction volume is manageable, typically no more than six to eight active transactions during a busy month, but the work is highly detailed and service-driven. Our clients expect polished communication, accurate information, frequent updates, and proactive support. The right person must understand that quality, responsiveness, and attention to detail are more important than simply completing tasks quickly.
What You Will Handle
- Manage residential transactions from contract through closing
- Track contractual deadlines, contingencies, deposits, inspections, financing, title, escrow, and closing requirements
- Prepare, review, organize, and distribute transaction documents
- Coordinate with clients, agents, lenders, escrow, title, inspectors, vendors, and other parties
- Manage listing preparation, including staging, photography, signage, repairs, disclosures, MLS information, vendors, and launch timelines
- Monitor changing listing and transaction schedules and communicate updates promptly
- Maintain accurate files, trackers, calendars, checklists, and CRM records
- Monitor email and team communication throughout the workday and identify urgent or time-sensitive items
- Follow up consistently for missing information, signatures, approvals, and decisions
- Draft professional emails, seller updates, showing reports, and client communications
- Assist with scheduling, calendar management, calls, reminders, and general executive support
- Update existing flyers, newsletters, listing materials, presentations, and social media content
- Make routine Canva edits using established templates
- Proofread documents, marketing materials, and client communications before they are sent
- Build and improve SOPs, checklists, templates, and quality-control systems
- Identify useful projects and process improvements during slower periods
Marketing is a supporting part of this position, but this is not a dedicated graphic design or full-time marketing role. The primary focus is office management, transaction coordination, listing coordination, and administrative operations.
What We Are Looking For
- At least five years of relevant real estate transaction coordination, office management, listing coordination, or executive administrative experience
- Washington State real estate experience is strongly preferred but not required
- Strong understanding of residential contracts, timelines, contingencies, compliance, and transaction documentation
- Experience managing both transactions and listing preparation
- Excellent spoken and written English
- Strong grammar, proofreading, and professional communication skills
- Exceptional attention to detail and a consistent habit of checking work
- Ability to manage multiple responsibilities and changing priorities without losing accuracy
- Strong judgment when determining urgency, escalating concerns, and communicating with clients
- Confidence working with high-net-worth, highly accomplished, and detail-oriented clients
- Ability to receive direct feedback professionally and make corrections quickly
- Calm and dependable during busy periods
- Proactive during slower periods and able to identify ways to improve the business
- Comfortable making calls and following up persistently with clients, vendors, and transaction partners
- Experience with SkySlope, TransactionDesk, Lofty, Google Workspace, Slack, Canva, or similar systems is preferred
- Available full-time during U.S. Pacific Time business hours
We are looking for someone who takes genuine ownership of their position. The right candidate does not wait for every task to be assigned, does not assume that someone else will catch an error, and understands the importance of protecting the client experience and the team’s reputation.
This is a full-time position. Candidates may not maintain other active jobs, freelance clients, or outside work commitments. All work must be completed directly by the selected candidate and may not be outsourced or delegated.