Real Estate Transaction Coordinator / Executive Assistant
Carrie Filla & Associates | Pacific Sotheby's International Realty
Encinitas, CA
Posted ago
Carrie Filla & Associates | Pacific Sotheby's International Realty

We are seeking an Exceptional Transaction Coordinator for our growing and dynamic real estate team to help keep our agents on track and ensure our clients experience top-notch service!

The ideal person is someone who cares about the quality of their work and enjoys working in a fast paced, small office environment. You’ll have a friendly, positive attitude, be a team player and multi-tasker with a sense of urgency. You will also be interested in the long term prosperity of the business. We are seeking a self-motivated thinker, not just task a manager, who is detail oriented, thinks outside the box and is creative and involved. The tasks that must be performed to get a contract to closing do not always happen in a linear manner, and it is because of this fluid nature of the tasks that keen attention to detail is necessary.

Must be well organized, a self-starter who is able to learn new technology easily, provide excellent customer service, have great phone skills and be able to multi-task efficiently. This person excels at creating systems and improving processes, works well from a list and can strategically manage their tasks without much direction. The TC must be detail-oriented but maintain a high-level of fluidity and flexibility. 

The Transaction Coordinator/Administrative Assistant brings his/her intent attention to detail to the table in order to play a key role in the achievement of our real estate team’s goals through the facilitation of smooth transactions from point of accepted contract to delivery of keys.

You are: Accountable, patient, detail oriented, prudent, dedicated and communicative.

General hours are Monday – Friday, 8:30-5:30 but some flexibility is required for client events.


  • Oversee all listing files and listing marketing (brochures, flyers, signage, photography, online marketing, etc).
  • Compile and distribute weekly/monthly reports to clients (buyers and sellers) and owner.
  • Provide concierge level customer service to clients and customers.
  • Keep agent informed about challenges and issues that need to be handled. 
  • Create and maintain an operations manual that documents all systems and standards.


  • Excellent customer service and interpersonal skills; can empathize and build relationships with a variety of personalities.
  • Technologically savvy and able to learn new programs quickly and able to troubleshoot common issues; proficiency in Word, Excel, Power Point, Outlook and Internet skills.
  • Flexible in daily routine; ability to prioritize and manage shifting responsibilities. Ability to assess, prioritize and act quickly.
  • Learning based and solution oriented.
  • Deadline driven and extremely organized.
  • Have excellent attention to detail and high-level accuracy with documents.

$40,000 per year inclusive of transactional bonuses
About Carrie Filla & Associates | Pacific Sotheby's International Realty

Carrie Filla is a seasoned real estate professional with over 20 years experience. She has sold over 700 homes and has managed over $700 million in real estate transactions that have included single-family homes, townhouses, apartments, condominiums, second homes, and investment properties in several of the major US markets, Mexico, and the Caribbean. Carrie founded Carrie Filla & Associates in 2014, after a distinguished career as a Sales and Marketing Executive for several national home builders and Starwood Capital. Carrie believes that a nice home can be found anywhere, but that the true mission is to find a home in the community that matches the lifestyle of her clients. High level service for both internal and external clients is the pillar of her business. 

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