Real Estate Transaction Coordinator – California Transactions & 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 Real Estate 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 disclosures and documents are completed, and all parties stay informed throughout the process.

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

If you understand California real estate transactions and know how to keep files, deadlines, disclosures, and stakeholders organized from contract to closing, this role is a strong fit.

What You’ll Own

Transaction & File Management

• Open and manage transaction files from executed purchase agreement through close of escrow
• Maintain accurate records within the transaction management platform
• Review contracts, addenda, disclosures, and supporting documents for completeness
• Maintain organized transaction files according to brokerage recordkeeping and compliance requirements
• Prepare and organize documents for review, approval, and signature
• Keep transaction records current throughout the transaction lifecycle
• Identify missing or incomplete information before it creates delays

Deadlines & Compliance

• Track critical transaction deadlines, including:
• Contingency periods
• Inspection windows
• Loan contingencies
• Appraisal contingencies
• Close-of-escrow dates
• Proactively monitor deadlines and 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
• Review files for missing signatures, documents, or required information
• Follow up on outstanding compliance items
• Maintain accurate documentation throughout the transaction

California Transaction Documentation

• Work with California residential real estate contracts and disclosures
• Support documentation involving forms such as:
• Transfer Disclosure Statement (TDS)
• Natural Hazard Disclosure (NHD)
• Seller Property Questionnaire (SPQ)
• Agent Visual Inspection Disclosure (AVID)
• Ensure required documents are appropriately collected and organized
• Monitor transaction files for outstanding documentation
• Support agents in maintaining complete transaction records

Communication & Coordination

• Act as a point of contact between:
• Real estate agents
• Buyers and sellers
• Escrow/title officers
• Lenders
• Clients
• Other transaction partners
• Keep relevant parties informed about transaction progress and outstanding requirements
• Follow up on pending documents, signatures, approvals, and transaction items
• Coordinate information between internal and external stakeholders
• Help keep transactions progressing smoothly from contract through closing
• Communicate professionally and clearly throughout the transaction lifecycle

Documents & Electronic Signatures

• Prepare and route transaction documents for electronic signature
• Use DocuSign, DocuSign Rooms, Dotloop, or similar platforms
• Track outstanding signatures and follow up as needed
• Confirm completed documents are properly stored within transaction files
• Maintain accurate document organization and version control
• Support agents with transaction-related administrative documentation

Closing & Transaction Support

• Coordinate additional transaction items such as:
• Home warranty orders
• Repair documentation
• Vendor scheduling
• Outstanding signatures and approvals
• Support agents with administrative tasks related to active transactions
• Monitor outstanding items as transactions approach closing
• Help ensure required documentation is complete before close of escrow
• Maintain organized records throughout the closing process
• Manage multiple active transactions without sacrificing accuracy

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
• Transaction timelines
• Disclosure requirements
• Strong understanding of transaction coordination from executed contract through close of escrow
• Experience managing multiple transactions, files, and deadlines simultaneously
• Experience using transaction management and electronic signature platforms
• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills
• Ability to proactively track deadlines and follow up on outstanding items
• Ability to identify missing or incomplete transaction documentation
• Ability to work independently without constant supervision
• Comfortable communicating with agents, clients, lenders, escrow/title teams, and other transaction partners

A California Real Estate License is not required for this role.

Nice to Have

• Experience supporting multiple real estate agents or a full brokerage team
• Experience with DocuSign Rooms, Dotloop, or similar transaction management platforms
• Experience working with California disclosure forms such as:
• TDS
• NHD
• SPQ
• AVID
• Previous experience coordinating with escrow/title companies
• Experience working directly with lenders and other transaction partners
• Experience working within a real estate brokerage or transaction coordination environment
• Bilingual Spanish/English communication skills

Tools & Technology

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

What Makes You a Strong Fit

You’ll likely thrive in this role if you:

• Are highly organized and comfortable managing multiple deadlines simultaneously
• Have hands-on familiarity with California residential real estate transactions
• Pay close attention to details and quickly identify missing or incorrect information
• Understand the importance of documentation and compliance
• Proactively follow up without needing constant supervision
• Communicate clearly and professionally with agents, clients, and external partners
• Are comfortable working with contracts, disclosures, transaction documents, and real estate systems
• Can stay calm and organized while managing transactions at different stages
• Take ownership of your work
• Understand that small documentation or deadline errors can create larger transaction issues

What a Typical Day Looks Like

Your day may begin by reviewing active transaction files and identifying upcoming contingency, inspection, appraisal, loan, or closing deadlines.

You could then review newly executed contracts, organize disclosures, prepare documents for electronic signature, follow up on missing paperwork, and update transaction files.

Throughout the day, you’ll communicate with agents, escrow/title officers, lenders, clients, and other transaction partners to ensure outstanding requirements are addressed.

As transactions approach closing, you’ll monitor remaining documentation and administrative items to help ensure files stay organized and transactions continue moving forward.

In short: you keep California real estate transactions organized, compliant, documented, and moving from executed contract through close of escrow.

Key Metrics for Success

• Accuracy and completeness of transaction files
• On-time tracking of transaction deadlines
• Timely collection of required documents and disclosures
• Reduced missing or incomplete documentation
• Consistent follow-up on outstanding items
• Accurate electronic signature and document routing
• Smooth coordination between agents and transaction partners
• Timely escalation of potential deadline or compliance issues
• Ability to manage multiple active transactions simultaneously
• Organized files through close of escrow

Why This Role Stands Out

• Hands-on involvement throughout the California residential transaction lifecycle
• Ownership of transactions from executed contract through close of escrow
• Work directly with agents, lenders, escrow/title teams, clients, and other transaction partners
• Exposure to California-specific disclosures and transaction processes
• Fully remote working environment
• Opportunity to deepen expertise in real estate operations and compliance
• Potential career growth into:
• Senior Transaction Coordinator
• Lead Transaction Coordinator
• Real Estate Operations Coordinator
• Transaction Operations Manager
• Brokerage Operations Manager

Interview Process

1. Initial Application
2. Spark Hire One-Way Video Interview
3. Initial Screening with Pavago
4. Client Interview
5. 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 have experience as a Transaction Coordinator, Escrow Assistant, or real estate transaction professional and understand California residential real estate transactions, disclosures, deadlines, and close-of-escrow processes, we’d love to hear from you.

Apply today and help keep real estate transactions accurate, organized, compliant, and moving smoothly from contract to closing.

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