Real Estate Transaction Coordinator

Vitalis Outsourcing; España; Presencial; EUR 30.000 - 50.000; Jornada completa

Descripción de la vacante

A leading outsourcing company is seeking a Virtual Executive Assistant based in Spain. The ideal candidate will provide strategic support in managing real estate transactions, communication, and CRM management. Must be fluent in Spanish and English, with proven administrative experience and strong multitasking abilities. Opportunities for career growth and a supportive work culture are offered.

Servicios

Opportunities for career growth

Great work culture

Opportunity to make a positive impact

Formación

• Proven experience in real estate administrative support and transaction coordination.
• Fluent in both Spanish and English, with strong verbal and written communication skills.
• Highly organized, detail-oriented, and able to multitask across multiple projects.

Responsabilidades

• Monitor and respond to emails, ensuring client satisfaction.
• Oversee real estate transactions from contract execution to closing.
• Manage CRM with accurate client data and updates.

Conocimientos

Real estate administrative support

Fluent in Spanish

Client service best practices

Strong communication skills

Multitasking abilities

Herramientas

CRM platforms

Office software

Descripción del empleo

A Virtual Executive Assistant (VEA) from Vitalis Outsourcing isn’t just an extra set of hands—they’re your strategic growth partner. We don’t just fill roles; we embed elite, business-minded professionals into your operations, ensuring you have the right support to scale, optimize, and thrive.

Role

• Email & Communication Management
  • Monitor, organize, and respond to emails with a focus on prioritizing urgent items and maintaining client satisfaction.
  • Serve as a liaison between the agent, clients, vendors, and stakeholders.
• Transaction Coordination (Contract to Close)
  • Oversee 25–30 real estate transactions annually from contract execution to closing.
  • Schedule inspections, appraisals, and coordinate with escrow, title, and lenders.
  • Ensure all documentation is complete, compliant, and submitted in a timely manner.
• Phone Handling
  • Answer and manage incoming phone calls 1–2 hours per day, ensuring professionalism and prompt client support.
• CRM & Event Management
  • Manage and maintain CRM with accurate client data, follow-ups, and pipeline status updates.
  • Assist in the planning and execution of client appreciation events and marketing campaigns throughout the year.
• Systems & Efficiency
  • Identify and implement new tools or systems to streamline operations and increase productivity.
  • Create and document standard operating procedures to improve efficiency and knowledge-sharing.
• Client Experience
  • Help deliver “unexpected, pampered hospitality” by anticipating client needs, offering thoughtful touches, and maintaining high service standards at every step.

Ideal Profile

• Proven experience in real estate administrative support and transaction coordination.
• Fluent in both Spanish and English, with strong verbal and written communication skills.
• Deep understanding of the real estate transaction lifecycle and client service best practices.
• Highly organized, detail-oriented, and able to multitask across multiple projects and deadlines.
• Experience with CRM platforms and basic office software tools.
• A problem-solver mindset, proactive attitude, and a passion for going above and beyond for clients.
• Reliable internet connection and professional home office setup.

What\'s on Offer?

• Opportunities for career growth & development
• Great work culture
• Opportunity to make a positive impact