Administrative Specialist

Job description:About the RoleWe are seeking a detail-oriented and organized Real Estate Transaction Administrative Assistant to support day-to-day transaction operations in a fast-paced environment. In this role, you will help ensure transactions move forward efficiently by managing documentation, coordinating with external partners, tracking operational tasks, and maintaining accuracy throughout the transaction lifecycle.

If you would like to know a bit more about this opportunity, or are considering applying, then please read the following job information.
This position is ideal for someone who thrives in structured, process-driven environments and enjoys collaborating with both internal teams and external stakeholders to resolve issues and keep projects on track.
ResponsibilitiesCoordinate and process transaction-related documentation and operational tasks accurately and efficientlyReview, verify, and maintain records to ensure completeness and compliance with internal processesObtain and organize required documents from external partners, vendors, HOAs, title companies, and other third partiesResearch and resolve discrepancies, outstanding items, or documentation issuesCommunicate professionally via phone and email to follow up on requests and gather required informationTrack and manage work orders, transaction updates, and requests through internal systems and ticketing platformsReview transaction files and final documents for accuracy prior to completionMaintain detailed records and documentation throughout the transaction lifecycleCollaborate cross-functionally with internal teams to resolve operational issues and support efficiencyManage multiple transactions and deadlines simultaneously while maintaining strong attention to detailUtilize internal software systems and workflow management tools, including ticketing platforms such as Zendesk
QualificationsStrong attention to detail and commitment to accuracyExcellent organizational and time management skillsAbility to multitask and manage priorities in a deadline-driven environmentStrong written and verbal communication skillsComfortable working with external vendors, partners, and stakeholdersAbility to follow structured processes and maintain compliance standardsStrong xzbcwsv problem-solving and follow-up skillsTeam-oriented mindset with the ability to collaborate cross-functionallyAdaptable and comfortable learning new systems and processesProficient with Microsoft Office and digital platforms
Preferred QualificationsExperience in transaction coordination, operations, administration, customer support, or related fieldsBackground in real estate, title, escrow, mortgage, insurance, or financial services operations preferredFamiliarity with Zendesk or similar ticketing/workflow management systemsExperience working in high-volume, process-oriented environmentsInterest in process improvement, automation, or technology-driven operations