Transaction Coordinator

Transaction Coordinator - California Real Estate & Compliance | Remote

Position Type: Full-Time, Remote

Working Hours: U.S. Business Hours

Industry: Residential Real Estate

About the Role

At Pavago, one of our clients is hiring a detail-oriented Transaction Coordinator to manage the administrative, documentation, and compliance side of California residential real estate transactions.

You’ll support agents from the time a purchase agreement is executed through the close of escrow, ensuring transaction files remain organized, deadlines are tracked, required documents are completed, and all parties stay informed.

This is an operations-focused role requiring strong organization, attention to detail, and the ability to confidently manage multiple transactions at different stages.

What You’ll Own

Transaction & File Management

• Open and manage transaction files from executed purchase agreement through close of escrow
• Review contracts, addenda, disclosures, and supporting documentation for completeness
• Maintain accurate transaction files according to brokerage recordkeeping and compliance requirements
• Prepare and organize documents for review, approval, and signature
• Keep transaction records current throughout the entire contract-to-close process
• Manage multiple active files while maintaining accuracy and organization

Deadlines & California Compliance

• Track critical transaction deadlines, including:
• Contingency periods
• Inspection windows
• Loan contingencies
• Appraisal contingencies
• Close-of-escrow dates
• Proactively alert agents when action is required
• Collect and confirm required California disclosure forms and transaction documents
• Help ensure files meet California and brokerage compliance requirements
• Identify missing, incomplete, or incorrect documentation before it creates delays
• Follow up on outstanding compliance items until resolved

Communication & Coordination

• Serve as a coordination point between:
• Real estate agents
• Escrow and title officers
• Lenders
• Clients
• Vendors
• Other transaction parties
• Keep relevant stakeholders informed about transaction progress
• Communicate outstanding requirements and upcoming deadlines
• Follow up on pending documents, signatures, and approvals
• Help resolve administrative bottlenecks that could delay closing
• Keep transactions moving smoothly from contract through close

Documents & Transaction Support

• Prepare and route documents for electronic signature
• Use platforms such as DocuSign, DocuSign Rooms, Dotloop, or similar systems
• Coordinate home warranty orders when required
• Track repair documentation and related transaction items
• Assist with vendor scheduling and coordination
• Support agents with administrative needs related to active transactions
• Maintain accurate records throughout each transaction

Requirements

• 1-3+ years of experience as a Transaction Coordinator, Escrow Assistant, or in a similar real estate transaction-support role
• Working knowledge of California residential real estate transactions
• Familiarity with California contracts, timelines, and disclosure requirements
• Strong understanding of the transaction process from executed contract through close of escrow
• Experience managing multiple transactions, files, and deadlines simultaneously
• Experience with transaction-management and electronic-signature platforms
• Strong organizational and time-management skills
• Exceptional attention to detail
• Excellent written and verbal communication skills
• Ability to proactively monitor deadlines and follow up on outstanding items
• Ability to work independently without constant supervision

Nice to Have

• Experience supporting multiple real estate agents or an entire brokerage team
• Experience with DocuSign Rooms, Dotloop, or similar transaction-management platforms
• Familiarity with California disclosures such as:
• TDS
• NHD
• SPQ
• AVID
• Experience coordinating with escrow/title companies and lenders
• Previous experience in a real estate brokerage or transaction-coordination environment

Tools & Platforms

DocuSign | DocuSign Rooms | Dotloop | Transaction Management Platforms | Electronic Signature Tools | Real Estate Documentation Systems | Email & Scheduling Tools

What Makes You a Strong Fit

You’ll likely thrive in this role if you:

• Are exceptionally organized and comfortable managing multiple deadlines
• Understand the importance of accuracy in California real estate transactions
• Quickly notice missing, incomplete, or incorrect information
• Proactively follow up instead of waiting to be reminded
• Communicate professionally with agents, clients, lenders, and escrow/title partners
• Are comfortable working with contracts, disclosures, and transaction documents
• Can remain calm while several transactions are moving simultaneously
• Take ownership of your files from contract through closing
• Can work independently in a remote environment
• Understand that small documentation errors can create significant transaction or compliance issues

What a Typical Day Looks Like

You may start by reviewing active transactions and identifying upcoming contingencies, inspection deadlines, outstanding disclosures, or documents requiring signatures.

Throughout the day, you’ll communicate with agents, lenders, escrow/title officers, and clients; route documents for electronic signature; update transaction files; follow up on missing paperwork; and make sure upcoming deadlines are clearly communicated.

In short: you keep every transaction organized, compliant, and moving from signed contract through close of escrow.

Key Metrics for Success

• Accuracy and completeness of transaction files
• On-time tracking of transaction deadlines
• Completion of required California disclosures
• Number of missing or outstanding documents
• Timeliness of follow-ups
• Accuracy of electronic-signature routing
• Brokerage compliance readiness
• Successful coordination with agents, lenders, and escrow/title partners
• Reduction in preventable transaction delays
• Ability to manage multiple concurrent transactions accurately
• Successful contract-to-close execution

Interview Process

• Initial Application
• Spark Hire One-Way Video Interview
• Initial Screening with Pavago
• Client Interview
• Final Selection & Onboarding

Spark Hire Video Interview - Required

As part of the application process, all candidates are required to complete a one-way video interview through Spark Hire.

After completing the first step of your application, you’ll receive a Spark Hire invitation by email with instructions to record and submit your video responses.

Completion of the Spark Hire video is required to be considered for the next stage. Please check your inbox as well as your spam or junk folder for the invitation.

Apply Now

If you’re an experienced Real Estate Transaction Coordinator or Escrow Assistant with knowledge of California residential transactions, contracts, disclosures, compliance, and contract-to-close coordination, we’d love to hear from you.

Apply today if you’re organized, proactive, detail-oriented, and confident managing multiple transactions from executed agreement through closing.

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