Operations & Transaction Coordinator

Operations \& Transaction Coordinator \| Executive Assistant to Broker

Greenwich Bay Brokers is seeking a highly organized, proactive, and detail\-oriented professional to serve as the right hand to the broker, supporting day\-to\-day operations, transaction management, and overall client experience.

This is a part\-time, in\-office position (approximately 30\-35 hours per week) for someone who thrives in a fast\-paced real estate environment and takes pride in ensuring every detail is handled with precision.

As our Transaction Coordinator, you’ll be the behind\-the\-scenes MVP—managing all the moving parts from contract to close and supporting our listing process from launch to contract. You’ll ensure every “i” is dotted and every “t” is crossed while helping our agents deliver a seamless, high\-level client experience from start to finish.

Compensation:

$19 \- $25 hourly

Responsibilities:

Key Responsibilities

Listing Coordination

• Prepare and manage listing files from signed agreement through active status
• Input and maintain accurate listings in MLS, ensuring compliance and completeness
• Review listing documentation for accuracy, missing items, and compliance requirements
• Coordinate with photographers, stagers, and vendors to prepare listings for the market
• Confirm all required documents, disclosures, and materials are completed prior to going live
• Monitor listing activity and assist with status updates, price changes, and contract\-to\-pending transitions
• Ensure a seamless transition from listing to contract phase
• Assist with listing logistics, including printing, installation coordination, and on\-the\-ground support

Transaction Management

• Oversee all aspects of the transaction process from executed contract through closing
• Track critical deadlines and ensure the timely completion of all documents
• Manage multiple transactions simultaneously with precision and organization
• Close out and archive transactions post\-closing

Communication

• Serve as the primary point of contact for clients, agents, lenders, and attorneys
• Provide proactive updates and help resolve issues quickly and professionally
• Handle day\-to\-day client communication with a high level of service
• Coordinate appointments, including inspections, appraisals, and closings

Documentation \& Compliance

• Ensure all required documents are completed accurately and submitted on time
• Maintain organized, compliant digital and physical files
• Submit commission documentation and closing packages
• Maintain brokerage file systems and compliance standards

Coordination, Office \& Operations

• Work from the office to manage calls, greet clients, and support the daily office flow
• Support the broker and agents across listings, buyers, and operations
• Maintain office organization, supplies, and systems
• Handle errands such as bank deposits, copies, and general office support
• Assist in resolving issues that arise during transactions
• Coordinate and assist with brokerage events

Systems, Tracking \& Reporting

• Utilize and manage workflows within Asana (SOP system)
• Oversee and maintain Follow Up Boss (CRM) to ensure organization of contacts and pipeline
• Track transactions, referrals, commissions, and agent activity
• Provide weekly closing updates and reports
• Assist with client follow\-up
• Maintain vendor relationships

About the Role

This is a critical position within the brokerage. The right candidate will not simply complete tasks, but will act as a true operational partner, ensuring consistency, efficiency, and a high\-level client experience across all transactions and interactions.

To Apply

Please submit: Resume, a brief description of relevant experience, and any applicable real estate or transaction coordination background

Complete: DISC profile

Qualifications:

What We’re Looking For

• Transaction coordination experience in real estate is mandatory; this is not a training role
• Previous experience in real estate operations, administration, or paralegal work strongly preferred
• Strong communication and client service skills
• Highly organized and detail\-oriented with the ability to manage multiple transactions at once
• Calm under pressure and able to prioritize effectively
• Experience with MLS, Asana (SOP system), and Follow Up Boss (CRM)
• Professional, reliable, and comfortable with client interaction
• Proactive mindset, someone who anticipates needs, takes initiative, and operates with ownership
• Real Estate Transaction Management
• Experience with CRM
• In\-person job, remote options not available
• Real Estate license preferred

About Company

Greenwich Bay Brokers is a boutique real estate brokerage based in Rhode Island, known for its high\-touch, concierge\-level approach and deep local market expertise. The brokerage is owner\-led and intentionally structured to prioritize quality over volume, personalized service over automation, and thoughtful strategy over one\-size\-fits\-all solutions.

We represent buyers and sellers across Rhode Island, with a focus on residential, luxury, and unique properties. Our work is relationship\-driven, detail\-oriented, and grounded in professionalism, discretion, and trust.

At Greenwich Bay Brokers, every client interaction matters. We value clear communication, polished presentation, and a collaborative environment where each team member plays a meaningful role in delivering an exceptional client experience.