Transaction & Operations Coordinator

• Open each file, track every critical date (inspection, financing, appraisal, closing), and keep all parties moving: agents, clients, lenders, title, attorneys, and inspectors
• Collect and organize every document, spot problems early, and keep agents updated on what is due and what is missing
• Coordinate closing logistics and the client follow-up, including the request for a five-star review

• Build listing presentation binders, prep for open houses, and handle listing paperwork, photography, signs, and vendor scheduling
• Coordinate team meetings, call nights, and client events

• Check Follow Up Boss regularly so leads and activity are logged, and report on pipeline, listings, and year-to-date goals
• Update tasks in monday.com so Gayle can see where everything stands at any hour
• Help us build and document our processes and checklists as new agents come on board, and use AI tools to work faster

• Real estate experience: residential transaction coordination, agent or team support, or a closing, title, or real estate paralegal background. You understand the transaction from contract to close and you know the industry moves fast
• Strong organization and the ability to keep many files moving at once without dropping details
• Comfort with CRMs and transaction or task management tools (we use Follow Up Boss, Compass tools, and monday.com), plus Google Workspace or Microsoft Office
• Hands-on experience using AI tools such as Claude or ChatGPT in your work
• A strong, professional communicator who can tell an agent or Gayle, respectfully and directly, “this is waiting on you”
• Dependable and self-directed. You take ownership, finish what you start, and keep Gayle updated at least every other day without being chased
• Able to work in person at our Lexington or Winchester office.
• Nice to have: an active real estate license (not required)

• You love keeping details and deadlines under control, and you take pride in a closing that goes smoothly
• You want to be the right hand to a busy team leader and the go-to person for the agents
• You enjoy working in person with a collaborative, fast-moving team
• You are comfortable with direct, honest communication, and you speak up when something is stuck
• You want a path to grow into a larger operations role as the team doubles in size

• You want to work remotely. This is an in-person role
• You are looking for a marketing, social media, or content role. Our marketing team handles that.
• You want to coach or supervise agents. Our coach handles training and performance
• You prefer a strictly fixed 9-to-5 with no occasional evening or weekend events
• You are new to real estate and looking to learn the industry from scratch. We need someone who can step in quickly

We are collaborative and fast-moving. Gayle is direct and honest, and she expects the same from you. If you want a team that is building something, with open communication and a leader who will be glad you speak up, you will do well here.