Bilingual Transaction Coordinator – California Real Estate & Compliance | Remote

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.

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 using 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:
• TDS
• NHD
• SPQ
• AVID
• 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

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