Bilingual 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 Bilingual 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, critical deadlines are tracked, required documents and disclosures are completed, and all parties stay informed throughout the process.
This is an operations-focused role requiring strong organization, attention to detail, proactive follow-up, and the ability to manage multiple transactions at different stages simultaneously.
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 accurate and current throughout the transaction lifecycle
- Identify missing or incomplete information before it creates delays or compliance issues
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
- Identify 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 collected and properly organized
- Monitor files for outstanding documentation
- Help maintain complete transaction records from contract through closing
Communication & Coordination
- Act as a point of contact between:
- Real estate agents
- Clients
- Escrow/title officers
- Lenders
- Other transaction partners
- Keep relevant parties informed about transaction progress and outstanding requirements
- Follow up on pending documents, signatures, approvals, and other transaction items
- Coordinate information between internal and external stakeholders
- Help keep transactions progressing smoothly from contract through closing
- Maintain clear and professional communication throughout the transaction lifecycle
Documents & Transaction Support
- 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
- Coordinate additional transaction items such as:
- Home warranty orders
- Repair documentation
- Vendor scheduling
- Support agents with administrative tasks related to active transactions
- Manage multiple files simultaneously while maintaining accuracy and attention to detail
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, contracts, timelines, and disclosure requirements
- Strong understanding of transaction coordination from executed contract through close of escrow
- Experience managing multiple transactions, files, or 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 and manage responsibilities without constant supervision
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:
- 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
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 responsibilities and follow through consistently
- Understand how accuracy and timely communication contribute to a smooth closing
What a Typical Day Looks Like
Your day may begin by reviewing active transaction files and identifying upcoming contingency, inspection, appraisal, loan, and 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 remain complete and transactions continue moving forward.
In short: you keep California real estate transactions organized, documented, compliant, and moving smoothly 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
- Reduction in missing or incomplete documentation
- Consistent follow-up on outstanding transaction items
- Accurate electronic signature and document routing
- Smooth coordination between agents and transaction partners
- Timely identification of potential deadline or compliance issues
- Ability to manage multiple active transactions simultaneously
- Organized and complete files through close of escrow
Why This Role Stands Out
- Hands-on involvement throughout the California residential transaction lifecycle
- Ownership of transaction coordination from executed contract through close of escrow
- Direct collaboration with agents, clients, lenders, and escrow/title teams
- Exposure to California-specific disclosures and compliance processes
- Fully remote working environment
- Opportunity to deepen expertise in real estate operations and transaction management
- Career growth opportunities into:
- Senior Transaction Coordinator
- Lead Transaction Coordinator
- Real Estate Operations Coordinator
- Transaction Operations Manager
- Brokerage Operations Manager
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 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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