Transaction Coordinator VA

Transaction Coordinator VA

Scale Virtually · Colombia (Remote) · — · Posted 2026-10-16

Workplace: remote

Department: Service Delivery Department

Description

We’re seeking an experienced Virtual Professional based in Latin America for a fully remote Transaction Coordinator VA role.

Applications that include an introduction video will be prioritized. Due to the fully remote nature of this position, candidates should be comfortable communicating through video calls and working independently in a remote environment.

Role Title

Transaction Coordinator VA

LVN Real Estate | Remote | Full-Time

Role Summary

LVN Real Estate needs a dedicated Transaction Coordinator who can keep active transactions organized, accurately documented, and moving forward without waiting for someone to identify every next step.

You will be the company’s only dedicated TC and the frontline point of contact for transaction-related activities. Reporting to the Operations Manager, you will maintain the central transaction spreadsheet, manage the transaction inbox, organize Google Drive files, keep Google Calendar dates aligned with the transaction tracker, and coordinate follow-ups with Sales, leadership, and external parties.

Your work must give the team a reliable view of each transaction: what is due, what is missing, who needs to act, what has changed, and what needs management attention.

You will use established SOPs, Loom videos, checklists, and guides to learn LVN Real Estate’s process. You are expected to apply those resources independently, identify gaps, and follow through without repeated reminders. This role requires approximately 40–45 hours per week and is not combined with an Executive Assistant role.

Previous real estate Transaction Coordinator experience is preferred but not mandatory. Candidates with strong project coordination, project management, or operations experience may qualify if they can demonstrate accurate deadline management, proactive follow-up, and independent execution.

Core Responsibilities (REAL-WORLD EXECUTION)

Transaction Tracking and Deadline Management

• Maintain the central master transaction spreadsheet throughout each active transaction.
• Update property and transaction information as changes occur so the tracker reflects the current status of each deal.
• Track Earnest Money Deposit (EMD) dates, inspection / IT dates, closing dates, and other transaction-specific deadlines.
• Review upcoming deadlines, identify missing information or unresolved items, and follow up with the responsible parties before deadlines become overdue.
• When dates change, update the tracker and communicate the change to the relevant stakeholders.
• Keep transaction records understandable and accessible to authorized team members so Sales and leadership can see the status without reconstructing it from email threads.

Transaction Inbox Management

• Own and actively monitor the dedicated transaction coordination inbox during the required work schedule.
• Review incoming messages, identify the requested action, determine whether information or a response is outstanding, and follow through with the appropriate party.
• Keep email threads organized so requests, documents, decisions, and deadlines remain traceable.
• Follow up on unanswered messages and unresolved requests rather than assuming that sending one email completes the task.
• Bring decisions, exceptions, and issues outside your authority to the Operations Manager with a concise explanation of the situation and the action or decision needed.

Document Management

• Store transaction documents in the appropriate Google Drive locations as they are received.
• Check files for missing or incomplete information and follow up with the relevant party when something required is outstanding.
• Keep transaction folders organized as deals progress so authorized team members can locate the current documents.
• When information in a document conflicts with the tracker or other transaction records, flag the discrepancy and verify the correct information instead of silently choosing one version.

Calendar and Critical Date Management

• Maintain transaction deadlines and closing-related dates in Google Calendar.
• Check that calendar entries match the central transaction spreadsheet and correct discrepancies promptly.
• Update calendar entries when transaction timelines change and notify the relevant stakeholders of material changes.
• Make upcoming milestones visible early enough for the team to act, rather than relying on last-minute reminders.

Internal and External Coordination

• Serve as the frontline coordination contact for transaction-related matters.
• Communicate with Sales, the Operations Manager, COO, CEO, and other involved stakeholders as required.
• Coordinate transaction-related communication with external parties using established workflows.
• Use the dedicated TC Slack channel for updates, questions, coordination, and escalations.
• When information is missing, a deadline is at risk, a delay occurs, or an exception requires management involvement, communicate the issue promptly with the known facts, outstanding action, and relevant deadline.
• Keep stakeholders informed when an issue remains unresolved or when the status changes.

Transaction Visibility and Accountability

• Keep central transaction records current so Sales and leadership can rely on them for deal-status visibility.
• Communicate changes, risks, missing information, outstanding follow-ups, and upcoming deadlines before they become avoidable surprises.
• Take ownership of assigned transactions from a coordination standpoint by tracking open items through resolution or escalation.
• Maintain consistent, proactive communication in the remote work environment.
• Identify workflow gaps and suggest practical improvements when appropriate, without bypassing established procedures or making decisions outside your authority.

Requirements (Non-Negotiable)

• Demonstrated experience managing multiple deadlines, documents, follow-ups, and stakeholders in transaction coordination, project coordination, project management, operations, or a closely related role.
• Ability to independently maintain accurate records and prioritize competing deadlines without needing daily task-by-task instructions.
• Strong attention to detail when entering, reviewing, and reconciling dates and transaction information.
• Demonstrated follow-through: you track unanswered requests and incomplete items until they are resolved or appropriately escalated.
• Strong written and verbal English communication, including concise status updates and clear explanations of issues that require a decision.
• Comfortable communicating with internal teams and external parties and participating actively in meetings when required.
• Able to work as the company’s only dedicated TC while reporting to and receiving support from the Operations Manager.
• Able to learn and apply documented workflows using SOPs, Loom videos, checklists, and guides.
• Reliable availability during the company’s normal business-day schedule and capacity to commit approximately 40–45 hours per week.
• Able to work in a remote, asynchronous environment and keep stakeholders informed without relying on constant supervision.

Previous real estate Transaction Coordinator experience is preferred, not mandatory. Candidates without direct real estate experience must be able to demonstrate comparable coordination, deadline control, documentation accuracy, and proactive follow-up.

Latin America is the preferred sourcing region because of time-zone alignment and the client’s reliability requirements.

Tools

• Google Workspace / G Suite, including Google Sheets, Google Drive, Google Calendar, and email.
• Dedicated Transaction Coordination Email Inbox.
• Asana.
• Slack.

What We Actually Care About

• Deadlines do not disappear. You identify what is coming due, what is missing, and who must act before an item becomes overdue.
• Records can be trusted. Dates, documents, and status updates are accurate and consistent across the tracker and calendar.
• Follow-up reaches a conclusion. You track outstanding requests through a response, resolution, or appropriate escalation.
• Problems surface early. You communicate risks and discrepancies while there is still time to act.
• You can run the coordination workload. You prioritize multiple active transactions without needing someone to plan every day for you.
• The team has visibility. Your updates make the current status, next action, and unresolved issues clear to the people who need them.

What This Role Is NOT

• Not a role for someone who waits for daily instructions before checking deadlines, following up, or updating records.
• Not a passive data-entry position where updating a spreadsheet is considered complete even when an issue remains unresolved.
• Not a combined Transaction Coordinator / Executive Assistant position; this is a dedicated TC workload.
• Not a role where unanswered emails, missing documents, or inconsistent dates can be left unattended until someone else notices.
• Not a management role with unrestricted decision-making authority; exceptions and decisions requiring management involvement must be escalated clearly and promptly.

Requirements

Position Details

• Work arrangement: Remote.
• Engagement: Full-time independent contractor.
• Workload: Approximately 40–45 hours per week.
• Schedule: Must reliably cover the company’s normal business-day schedule and client business hours.
• Working environment: Remote and asynchronous, with proactive communication and participation in meetings when required.
• Reporting: Operations Manager.
• Team structure: The company’s only dedicated Transaction Coordinator, coordinating with Sales, the COO, CEO, and other internal and external stakeholders.
• Location preference: Latin America preferred for time-zone alignment.

Application Instructions

Submit your resume and a short introduction video explaining your relevant coordination experience and how you keep multiple active transactions or projects on track.

Answer the following practical scenario in your application:

Scenario: It is 9:00 a.m. An inspection / IT deadline is approaching. The transaction tracker shows the deadline today, a required document is missing, the responsible party has not confirmed delivery, and the calendar still shows the original deadline. The Operations Manager is in meetings and has not responded to your message.

Explain what you would do during the first 60 minutes.

Your answer must identify:

1. The first actions you would take and the order in which you would take them.
2. How you would verify the deadline and identify the person responsible for the missing document.
3. How you would follow up and keep the tracker, calendar, and relevant stakeholders informed.
4. What you would handle independently and what you would escalate.
5. What you would do if the document or confirmation still did not arrive.

Generic answers such as “follow up,” “stay organized,” or “inform the manager” will not demonstrate the required execution. We are looking for specific actions, priorities, communication, and decision-making under a deadline.

Benefits

• Paid Time Off
• HMO
• Fully Remote Work

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