Real Estate Full-Time Operations Assistant & Transaction Coordinator
Job Description
Job Description
Full-Time Operations Assistant, Transaction Coordinator, Marketing and Branding
About the Role
J. Poole & Partners Real Estate Group is seeking a highly organized, driven, and tech-savvy Operations Assistant & Transaction Coordinator to help support our growing real estate team.
This is not a traditional assistant position.
We're looking for someone who wants to become an integral part of our organization and grow alongside our team. While transaction coordination and administrative support are core responsibilities, this role will wear many hats and touch nearly every aspect of the business.
You will help support our marketing initiatives, strengthen our brand presence, improve systems and processes, and serve as a key resource for agents and clients alike. In many ways, you will be the glue that helps keep the team connected, organized, and moving forward.
The ideal candidate is ambitious, proactive, and eager to learn the inner workings of a successful real estate business. We are looking for someone who doesn't simply complete tasks but actively seeks opportunities to contribute, solve problems, and help elevate the entire team.
If you enjoy taking ownership, learning new skills, and making a meaningful impact, this position offers significant opportunities for professional growth and advancement.
Key Responsibilities
Transaction Coordination
- Manage real estate transactions from contract to closing
- Track deadlines and ensure all contractual obligations are met
- Coordinate communication between clients, agents, lenders, title/escrow companies, inspectors, and vendors
- Maintain compliance and transaction files
- Prepare and organize transaction documents and disclosures
- Schedule inspections, appraisals, walkthroughs, and closing appointments
Operations & Administrative Support
- Manage calendars, appointments, and team scheduling
- Assist with database management and CRM upkeep
- Help develop and improve team systems, processes, and workflows
- Provide technology support and assist with implementation of new systems and tools
- Maintain organization of digital files and records
- Support day-to-day operations to keep the team running efficiently
Client Experience & Marketing Support
- Serve as a primary point of contact for clients throughout the transaction process
- Deliver exceptional customer service with professionalism and responsiveness
- Assist with listing preparation and marketing coordination
- Help create and schedule social media content, marketing materials, and client communications
- Coordinate vendor relationships and service providers as needed
Qualifications
Required
- Exceptional organizational and time-management skills
- Strong communication and interpersonal abilities
- Ability to multitask and prioritize effectively under deadlines
- High attention to detail and follow-through
- Proficiency with technology and the ability to quickly learn new systems
- Positive attitude, problem-solving mindset, and willingness to take initiative
- Customer-service oriented with a professional and friendly demeanor
Preferred
- Real estate transaction coordination or administrative experience
- Familiarity with CRM systems, Google Workspace, Microsoft Office, and real estate software platforms
- Knowledge of Nevada real estate contracts and transaction processes
- Licensed Nevada Realtor (or willingness to obtain license)
- Marketing, social media, or graphic design experience
- Bilingual abilities are a plus