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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