Real Estate Contract-to-Close & Agent Assistant

• Employment Type: Full-Time | Remote (2 Openings)
• Reports To: Director of Operations
• Core Focus: Real Estate Transaction Coordination (Contract-to-Close), Lofty CRM Optimization & Dedicated Agent Support
• Tech Stack: Lofty CRM, MLS Systems, Transaction Management Software

Position Overview

We are seeking two highly organized, proactive, and detail-oriented Real Estate Contract-to-Close & Agent Assistants to manage the administrative lifecycle of residential real estate transactions from contract execution through closing.

In this dual-capacity role, you will take ownership of transaction timelines, audit contracts for completeness, build automated workflows inside Lofty CRM, and provide dedicated 1-on-1 administrative and marketing support to an assigned real estate agent. We are looking for true problem-solvers who anticipate bottlenecks, flag contractual discrepancies early, and keep deals moving smoothly rather than simply checking boxes.

Key Responsibilities

• Contract-to-Close (CTC) Transaction Management:
  • Coordinate all administrative steps for buyer and seller transactions from executed contract to closing.
  • Audit purchase agreements, addenda, and disclosures for missing signatures, incomplete fields, or unusual language, immediately flagging concerns to the responsible licensed agent.
  • Track critical contractual milestones—including earnest money deposits, inspection periods, appraisal deadlines, financing contingencies, and closing dates—proactively alerting agents ahead of due dates.
  • Serve as the administrative liaison between agents, lenders, title companies, escrow officers, and home inspectors to gather outstanding paperwork and maintain compliant digital transaction files.
  • Maintain transaction checklists, assist with pipeline reporting, and contribute to standard operating procedures (SOPs).
• Lofty CRM & Systems Development:
  • Utilize Lofty CRM to track active transactions, task checklists, communication logs, and milestone deadlines.
  • Build, refine, and maintain automated transaction workflows, Smart Plans, checklists, and deadline reminders within Lofty.
  • Maintain clean, accurate CRM records and identify opportunities to eliminate repetitive manual tasks across the operations team.
• Dedicated Agent Assistant Support (1-on-1):
  • Partner directly with one assigned real estate agent to protect their selling, negotiating, and prospecting time.
  • Organize and segment the agent’s Lofty CRM database, preparing daily prospecting lists, follow-up queues, and client contact reports.
  • Coordinate personal real estate marketing campaigns, open house logistics, client appreciation events, and referral-building initiatives.
  • Manage ongoing sphere-of-influence touchpoints, including birthday cards, thank-you notes, and home anniversary correspondence.

Qualifications & Requirements

Mandatory Experience & Skills

• Real Estate & Administrative Background: Proven administrative experience in real estate transaction coordination, contract administration, escrow/title support, or a closely related field.
• Extreme Attention to Detail: High precision in reviewing contracts, tracking multi-step contingencies, and maintaining audit-ready compliance files.
• Deadline & Multi-Task Mastery: Demonstrated ability to manage multiple active transactions and competing agent priorities simultaneously without dropping details.
• Communication & Accountability: Exceptional written and spoken English, high confidentiality standards, and a proactive mindset that escalates issues immediately.

Strongly Preferred Qualifications

• Direct, hands-on experience using Lofty CRM (including building checklists, Smart Plans, and automated workflows).
• Experience supporting U.S.-based real estate agents, teams, or brokerages.
• Familiarity with U.S. real estate purchase agreements and transaction timelines (Tennessee real estate experience is a strong plus).
• Proficiency with MLS platforms, digital signature/transaction management tools, and SOP documentation.