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Real Estate Transaction & Operations Coordinator

May 15, 2026

Who we are

We're a small, tight-knit team of St. Louis Realtors committed to doing this work the right way. We're hardworking, collaborative, and a little bit scrappy. We treat every client the way we'd treat a close friend navigating one of the biggest decisions of their life. We’re knowledgeable and passionate about the St. Louis community, and take pleasure sharing that knowledge and passion with our clients. We deliver honest feedback (even when it’s inconvenient) and have made going above and beyond our norm.

What this role is

You are the operations backbone of the team – keeping everything behind the scenes organized, on time, and compliant. You own every transaction from contract to close and thrive in your role as the team failsafe. You’re communicative, confident, and you’ve got a system. You support the team members, the team’s clients, and keep everyone moving forward together. You get a genuine thrill from crossing items off your to do list and consider it a good day when you discover a new efficiency. You’re the one who sees a dropped ball before it hits the ground – and the one who catches it.

Transactions (Buyer Side)
Upon offer acceptance: send next-steps email and contract documents to clients and all parties; file contracts in the backend system; log all contingencies and deadlines; and review documents for compliance, correcting as needed
Maintain a consistent communication cadence throughout the life of each transaction – proactive next-steps emails at key milestones, plus timely responses to client and vendor questions as they come up
Stay on top of brokerage compliance requirements for each file; execute amendments and corrections as needed and redistribute to all parties once fully executed
Keep agents informed and up to date on all open files on a regular cadence
Provide all clients and stakeholders with warm, high-quality service throughout the process – you think of every client as your own, and you show up for them accordingly.
After closing: send completed document packages, share review links, send final ALTA, and enter contact info, birthday, closing date, and home anniversary into the CRM
Maintain ongoing communication with past clients as needed

Listings
Input and maintain listings in the MLS, ensuring data is accurate and statuses are updated promptly
Serve as the quality control checkpoint for every listing: auditing documents, details, and materials for accuracy and consistency across the board
Help install signage, lockboxes, and marketing elements at team listings and maintain them throughout the transaction
Manage and maintain the Seller Communication System for all active listings
Prepare homes for showings (disclosures, binders, lights, temperature, blinds, etc) as-needed
Meet contractors, stagers, and occupancy inspectors at properties as-needed, and coordinate estimates and follow-up
Collect paid receipts and lien waivers and deliver to agents ahead of final walk-throughs

Team support & operations
Maintain and optimize existing team systems across transactions, listings, lead generation, and contact database management; proactively suggest improvements when you see a better way
Facilitate regular team check-ins to review open files, upcoming deadlines, action items, news, updates, and celebrations
Maintain the CRM and keep all client records current
Draft offers, inspection notices, and other documents for agents as needed

What we're looking for
Genuine & consistent - You're a real person who builds real relationships with clients and teammates – not just a paper-pusher.
Organized to the core -You love systems. You build them, maintain them, and get satisfaction from everything being in its right place.
Proactively communicative - You don't wait to be asked for updates. You send them. You flag issues before they become problems.
Ownership mentality - You treat every client and every file like it's yours. You're not "just a TC" – you're ground control. Agents are in the field, and you're the one keeping everything on course.
Calm under pressure - Deadlines don't rattle you. You've got the receipts, the dates, and the plan – and you can adapt when things change.
Tech comfortable - Google Workspace, CRM tools, transaction management platforms (Dotloop, SkySlope, etc.). You pick up new software quickly.

Bonus Points IF you
Get excited clicking around on online real estate listings
Have a Missouri Real Estate license (or are open to getting one)
Are social media savvy, have a knack for marketing, or interested in becoming so

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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...