Real Estate Transaction Coordinator

An Australian real estate agency is hiring an experienced Transaction Coordinator to guide each sale from signed contract to settlement. Your job is to keep every deal on track so agents can stay focused on listing and selling.

Contract to settlement

• Prepare and issue contracts of sale, Section 32 or vendor statements, and related documents.
• Coordinate with solicitors, conveyancers, lenders, buyers, and vendors to keep everyone informed and on schedule.
• Track cooling-off periods, finance and building and pest clauses, deposit receipt, and settlement dates.
• Follow up on outstanding items and chase missing documents before deadlines slip.
• Arrange pre-settlement inspections and confirm that all conditions are met.
• Keep clients and agents updated at each milestone.

Systems and records

• Maintain accurate transaction files and notes in the CRM and agency software.
• Maintain compliance with state-based real estate regulations and agency policies.
• Handle contract changes, variations, and special conditions accurately.
• Report on the pipeline: pending sales, upcoming settlements, and any at-risk deals.

Experience we need

• 2+ years in real estate administration, sales support, or transaction coordination in Australia.
• Solid understanding of the Australian sales process, including contracts, deposits, and settlement.
• Experience with CRM or agency software such as Rex, VaultRE, Agentbox, or similar.
• Excellent attention to detail and a methodical approach to deadlines.
• Strong written and verbal communication with a professional, client-focused manner.
• Ability to work independently across multiple transactions at once.
• Reliable internet and a quiet workspace.