The Transaction Coordinator & Executive Assistant plays a key role in supporting a top-producing luxury real estate team at ONE Sotheby’s International Realty in Coconut Grove. This position is responsible for managing transactions from contract to close, maintaining listings and MLS input, assisting with executive and administrative operations, and helping oversee luxury properties while listed on the market.
The ideal candidate is highly organized, detail-oriented, professional, and able to provide a white-glove client experience aligned with the Sotheby’s brand.
Key ResponsibilitiesTransaction Coordination- Manage transactions from executed contract through closing.
- Ensure all documents are completed, signed, and uploaded to APP Files in compliance with brokerage requirements.
- Coordinate inspections, appraisals, financing, title, deposits, and closing deadlines.
- Act as liaison between agents, clients, lenders, title companies, attorneys, and cooperating brokers.
- Submit compliant files and process commissions for all transactions.
- Provide executive support to the managing agent and team.
- Manage calendars, appointments, email inboxes, scheduling, and client follow-ups.
- Maintain CRM systems, transaction checklists, and internal reporting.
- Assist with team coordination, office organization, and daily operations.
- Maintain active listings and upload/manage MLS listings and status updates.
- Coordinate listing launches including photography, staging, signage, brochures, and marketing materials.
- Assist with seller reports, marketing coordination, and listing presentations.
- Help oversee luxury homes and vacant listings while on the market.
- Coordinate vendors, maintenance, landscapers, pool services, cleaners, and property appointments.
- Ensure properties remain show-ready and well maintained at all times.
RequirementsSkills & Qualifications
- 2+ years of real estate transaction coordination or administrative experience preferred.
- Strong understanding of real estate contracts, timelines, and compliance.
- Experience with APP Files, MLS Matrix, Google Workspace, Follow Up Boss CRM, Excel, and Adobe PDF preferred.
- Excellent communication, organization, and multitasking skills.
- Professional, proactive, and detail-oriented.
- Florida Real Estate License preferred but not required.
- Reliable transportation required.
- English required; Spanish preferred.
BenefitsWhy Join Us?
Join a high-performing luxury real estate team backed by the prestige of ONE Sotheby’s International Realty. This is an opportunity to work in the heart of Coconut Grove while supporting exceptional properties, clients, and a collaborative team environment.
Skills Required
- 2+ years of real estate transaction coordination or administrative experience
- Strong understanding of real estate contracts, timelines, and compliance
- Experience with APP Files, MLS Matrix, Google Workspace, Follow Up Boss CRM, Excel, and Adobe PDF
- Excellent communication, organization, and multitasking skills
- Reliable transportation
- Florida Real Estate License
What We Do
ONE Sotheby’s International Realty is South Florida’s premier source for luxury real estate and development opportunities. We offer a network of 1,000 of the world’s most passionate and committed professionals, backed by a global brand with a heritage of unsurpassed quality, value, and trust. For nearly 300 years, the Sotheby’s name has exemplified the promise of a life well lived and this heritage has been the foundation of ONE Sotheby’s International Realty since our founding in 2008. In addition to its luxury brokerage division, the firm also boasts a development sales division representing some of South Florida’s most successful and prestigious condo developments with a total inventory of over $3.5 billion. As markets evolve, core values, like leadership, integrity and vision, endure. At ONE Sotheby’s International Realty, these values are supported by market knowledge and insights, the latest technology, and a global backbone of support and service, all grounded in the belief that the best experiences inspire the best decisions.
