Real Estate Operations & Executive Coordinator

Team Architects•Alexandria, VA

17h•Hybrid

About The Position

The Kristy Moore Team is seeking a highly organized and proactive operations professional to serve as the Real Estate Operations & Executive Coordinator. This role is crucial for keeping multiple real estate businesses (residential sales, property management, renovations, new construction, and investment properties) running smoothly. The position involves a blend of operations, contract management, listings coordination, field support, and executive assistance. The ideal candidate will be a trusted right hand to the leadership team, thinking ahead, solving problems, and making operations more efficient. This is not a traditional administrative or executive assistant role, but rather a business partner position with variety and growth opportunities.

Requirements

At least one year of experience in real estate, title, mortgage, transaction coordination, property management, or leasing.
Experience working with contracts, documentation, deadlines, and multi-step processes.
Outstanding organizational skills with exceptional attention to detail.
Strong written and verbal communication skills.
Comfortable following up professionally and persistently when others are unresponsive.
Resourceful problem solver who enjoys figuring things out independently.
Able to balance administrative responsibilities with occasional field work and local travel.
Proficient with Google Workspace, Microsoft Office, CRMs, and digital document management systems.
Valid driver's license and reliable transportation.

Responsibilities

Prepare, organize, and manage real estate contracts, disclosures, amendments, and supporting documentation.
Track contract deadlines from execution through closing, ensuring timely completion of all required items.
Coordinate with title companies, lenders, vendors, contractors, clients, and other transaction parties.
Manage listing preparation, including paperwork, MLS information, documentation, timelines, and launch readiness.
Schedule closings, showings, inspections, meetings, and appointments, keeping all parties informed.
Follow up persistently on outstanding documents, approvals, signatures, HOA requirements, and other time-sensitive items.
Communicate with homeowner associations regarding violations, approvals, applications, and required documentation.
Support property management operations by coordinating with tenants, property managers, and vendors, and handling customer service follow-up.
Visit properties as needed for vendor coordination, document delivery, or operational tasks.
Occasionally accompany leadership to appointments or drive to meetings.
Handle business-related errands such as obtaining signatures and returning packages.
Organize digital files, maintain accurate records, and ensure documentation is current and accessible.
Anticipate needs, solve problems independently, and contribute to the efficient running of the business.