Real Estate Executive Assistant / Transaction Coordinator

Overview

We are a Residential & Commercial real estate team in Chattanooga, Tennessee, operating under Keller Williams.

We are hiring one person to own the paperwork, deadlines, and details behind every transaction so

our lead agent can stay in front of clients.

This is a behind-the-scenes, non-sales role. No prospecting, no cold calling, no lead generation.

Your job is to make sure nothing falls through the cracks, and to run the same process, the same

way, on every file.

If you are the person who reads the contract twice, keeps a checklist that actually gets used, and

feels satisfied when a deadline is met three days early, this role was built for you.

What You Will Own:

Contracts and compliance

● Prepare purchase agreements, listing agreements, addenda, amendments, and disclosures

for signature

● Send documents for e-signature, track what is outstanding, and follow up until every file is

fully executed

● Maintain complete, compliant transaction files and keep the Keller Williams brokerage

checklist current

Contract-to-close coordination

● Build and manage the timeline for each transaction (earnest money, inspection, appraisal,

financing, closing)

● Coordinate with lenders, title companies, inspectors, appraisers, and cooperating agents

● Track contingency deadlines and flag anything at risk before it becomes a problem

● Confirm closing details, review settlement statements for accuracy, and schedule signings

Organization and systems

● Keep the CRM accurate and current: contacts, notes, statuses, and pipeline stages

● Maintain listing files, marketing checklists, and vendor records

● Manage the lead agent’s calendar, appointments, and file prep ahead of meetings

● Document the way we do things so the process survives higher volume

Light client contact (10–15% of your week)

● Send scheduled status updates so clients always know what is next

● Answer straightforward logistical questions by email or text

● Route pricing, negotiation, and strategy questions to the agent

You are the steady voice that confirms details, not the one negotiating them.

What This Role Is Not

Being direct saves everyone time. This is:

● Not a sales role, and not a lead generation or appointment setting position

● Not a commission-only, leaderboard environment

● Not a role where priorities change every hour

● Not a job where you are left to guess: you will be trained and have a documented workflow

You Will Do Well Here If

● You are patient, steady, and consistent, and take pride in being the person others can rely on

● You would rather do one thing correctly than five things quickly

● You follow a process and improve it over time instead of working around it

● You are comfortable with repetition; the same checklist on the fiftieth file still gets your full

attention

● You communicate calmly and clearly in writing

● You notice small things: wrong dates, missing initials, names spelled two different ways

● You prefer a defined role, clear expectations, and a manager who tells you what “good” looks

like

This is probably not your fit if:

● You need constant variety and get restless with routine

● You dislike checklists, documentation, or being asked how a file is tracking

● You want to be the face in front of the client or on the sales side

Requirements

● 2+ years in an administrative, coordination, operations, or paralegal role

○ Real estate, title, mortgage, or legal experience strongly preferred

● Strong written communication; comfortable managing email and text volume without letting

items sit

● Confident with technology (Google Workspace, e-signature platforms, CRM systems). We will

train you on our stack

● Ability to manage 15–25 active files at once without missing deadlines

● Tennessee real estate license not required; if you hold one or want to pursue one, we will

support it

● Reliable, on time, and available during standard business hours in our Chattanooga office

Compensation and Schedule

● $45,000–$60,000 per year, based on experience and real estate transaction background

● Per-file bonus after a 90-day ramp period

● Full-time, Monday–Friday, 8:30 AM to 5:00 PM

● In-office in Chattanooga; hybrid flexibility considered after 90 days

● Paid time off and paid holidays

● Start date: immediate, with flexibility for a standard two-week notice

How to Apply

Submit your resume and a short note (max 200 words) answering this question:

Describe a system or checklist you built or maintained in a previous role, and how you

knew it was working.

Begin your note with the word “Anchor” so we know you read the full posting.

Applications without this note and keyword will not be reviewed.

Pay: $40,000.00 - $60,000.00 per year

Benefits:

• Paid time off

Work Location: In person