Keller Williams Realty, LLC · 3 hours ago
Real Estate Administrative + Transaction Coordinator Assistant (Marketing & Client Care)
Cocoa Beach, FL
Full-time
Onsite
New Grad, Entry LevelKeller Williams Realty, LLC, headquartered in Austin, Texas, is the world’s largest real estate franchise by agent count. They are seeking a highly organized and proactive Real Estate Administrative & Transaction Coordinator Assistant to support a busy Realtor by managing administrative tasks, coordinating transactions, and enhancing client satisfaction through exceptional customer service and marketing support.
CommercialFranchiseProperty ManagementReal EstateReal Estate BrokerageResidentialSalesTraining
Responsibilities
Manage real estate transactions from contract to close
Track critical deadlines (contingencies, inspections, appraisal, loan approval, closing)
Communicate with clients, agents, escrow/title, and lenders to ensure smooth closings
Prepare, send, and track documents for signatures
Maintain complete and compliant transaction files
Upload and manage listings in the MLS
Ensure accuracy of listing details, remarks, photos, disclosures, and attachments
Coordinate scheduling for:
Photography
Videography
Drone footage (if needed)
Inspections and vendor appointments
Support listing prep and ensure timelines stay on track
Manage and maintain the agent’s calendar daily
Schedule appointments, including showings, inspections, photographers/videographers, listing appointments, and closings
Confirm upcoming appointments and send reminders to all parties involved
Coordinate timing between clients, vendors, lenders, escrow/title, and agents
Help organize daily priorities and weekly planning to keep the agent on track
Assist with social media marketing (Instagram, Facebook, TikTok, etc.)
Stay current with real estate trends, viral content, and trending audio/topics
Order monthly postcards
Create and post marketing content such as:
Just Listed / Just Sold
Coming Soon
Open House announcements
Market updates and reels
Create flyers and marketing materials for open houses and listings (Canva preferred)
Maintain and update CRM/database
Help with client follow-up, research, and organization
Send birthday cards, holiday cards, and client appreciation mailings
Assist with client gifts, pop-bys, and relationship-building campaigns
Assist in organizing client appreciation events
Support open houses by preparing flyers, sign-in sheets, and marketing materials
Help coordinate signage and event setup as needed
Keep the agent organized, prepared, and ahead of deadlines
Order office supplies and manage inventory
Run errands as needed, including picking up lockboxes, keys, signs, etc
Support day-to-day operations and handle tasks with urgency and accuracy
Comfortable learning and using real estate tools, CRMs, and digital platforms quickly
Able to troubleshoot basic tech issues and handle multiple systems confidently
Experience using tools such as:
MLS platforms
DocuSign / digital signatures
Canva (flyers + posts)
Google Workspace (Drive, Docs, Sheets, Calendar)
Social media scheduling platforms (optional)
Must have a reliable vehicle and valid driver’s license
Able to travel locally to pick up lockboxes, keys, marketing materials, etc
Qualification
Required
Real estate administrative or transaction experience preferred
Strong understanding of real estate contracts, timelines, and paperwork
Extremely organized and detail-oriented
Reliable, responsible, and strong communication skills
Ability to multitask and stay calm under pressure
Professional and client-friendly demeanor
Must have a reliable vehicle and valid driver's license
Able to travel locally to pick up lockboxes, keys, marketing materials, etc
Preferred
Experience as a Transaction Coordinator
Video editing basics (CapCut, InShot, Reels/TikTok editing)
CRM experience (Follow Up Boss, kvCORE, LionDesk, etc.)
Email marketing experience (Mailchimp, Constant Contact, etc.)
Company
Keller Williams Realty, LLC
Austin, Texas-based Keller Williams, the world’s largest real estate franchise by agent count, has more than 1,100 offices and 176,000 agents.
Founded in 1983
10001+ employees
Funding
Current Stage
Late StageTotal Funding
unknownKey Investors
Stone Point Capital
2025-03-03Private Equity
Leadership Team
D
Dana Hayes
Keller Williams Realty NWLA CEO/Team Leader
Mark Willis
Chief Executive Officer
Recent News
2025-10-16
Seattle TechFlash
2025-09-04
Company data provided by crunchbase