Executive Assistant/Transaction Coordinator

Executive Assistant / Transaction Coordinator - Platinum Properties, Bozeman MT

Platinum Properties, a premier real estate team in Bozeman, Montana, is seeking a proactive and dynamic Executive Assistant/Transaction Coordinator to join our growing business. This exciting and critical role supports our real estate partners and clients by managing administrative details and facilitating smooth transaction processes.

We're looking for an organized, detail-oriented professional who thrives in fast-paced environments and enjoys establishing efficient processes and systems. The ideal candidate will excel at both independent work and collaborative team interactions, communicate professionally, and maintain discretion and confidentiality at all times.

Our mission at Platinum Properties is to earn referrals from every person we meet by consistently exceeding their expectations. We pride ourselves on creating an environment where our clients, referral partners, and team members feel valued and appreciated.

About Platinum Properties – Who We Are:

At Platinum Properties, we’re not just another real estate team—we’re a close-knit group of dedicated professionals committed to excellence, growth, and genuine relationships. Based in Bozeman, Montana, we pride ourselves on creating exceptional real estate experiences for every client, driven by integrity, transparency, and unmatched customer service.

Our culture emphasizes teamwork, mutual support, and continuous learning. We value each team member’s unique talents and foster an environment where creativity and innovation flourish. Our team is collaborative and enthusiastic, often described as energetic, professional, and down-to-earth. We celebrate each other's successes and support one another through challenges.

We’re committed not only to the professional growth of our team members but also to their personal fulfillment. Platinum Properties is a place where ambition meets authenticity—where we enjoy what we do, respect who we do it with, and make a meaningful impact in the lives of our clients and community.

Compensation Overview:

This position offers a combination of a competitive base salary and significant commission potential, creating a wide pay range listed for this role. Commission earnings vary based on multiple factors, including experience, individual performance, and overall team revenue, providing substantial opportunity to increase your income.

We encourage all qualified candidates who are interested to apply—compensation and specific details regarding earning potential will be clearly discussed during the hiring process.

This role combines routine responsibilities with the flexibility and adaptability necessary to respond effectively to the unique demands of each day. You will interact frequently with clients, team members, vendors, and referral partners, both virtually and face-to-face.

If you're someone who enjoys variety, problem-solving, and ensuring smooth, detail-oriented transaction experiences, this is the ideal position for you.

Specific duties include, but are not limited to: 

Administrative Duties:

• Provide administrative support to the real estate partners, including managing calendars, scheduling meetings, and handling correspondence.
• Maintain and update client and property databases with accuracy and confidentiality.
• Prepare and proofread documents, including contracts, agreements, and reports.
• Handle office tasks such as filing, scanning, and data entry.

Transaction Coordination:

• Serve as the transactional point of contact for clients, agents, and third parties throughout the transaction process.
• Coordinate and track all aspects of real estate transactions, including scheduling inspections, appraisals, and closings.
• Ensure all transaction paperwork is completed, signed, and submitted in a timely manner.
• Follow up with clients and vendors to gather necessary information and documentation.
• Manage deadlines and ensure compliance with brokerage, local and state regulations.
• Create/maintain/improve checklists for new listings, contract to close and post-closing.

Technology:

• Learn how to use/improve existing technology, as well as researching and implementing new ones: CRM (client relationship manager), TransactionDesk, Google Drive, DropBox, Zoom, etc.
• Email inbox support/organization for partners.
• Reporting – tracking and reconciling monthly expenses for partners, filing receipts, paying invoices, etc.

Client and Vendor Communication:

• Communicate effectively with clients to provide updates and answer questions.
• Liaise with title companies, mortgage brokers, and other professionals involved in the transaction.
• Resolve issues and address concerns to ensure a smooth transaction process.
• Follow up with past clients, establish rapport, make clients and partners feel comfortable, set appointments for partners, etc.
• Sending handwritten notes to clients and industry partners for birthdays, thank you’s, under contract/congratulations, etc.

Additional Duties:

• Assist in preparing marketing materials and property listings as needed.
• Host Open Houses, conduct showings, meet vendors at properties, etc.
• Support team members with various administrative tasks and special projects.
• Maintain a high level of professionalism and confidentiality in all interactions.

Specific skills/characteristics that will ensure this job is right for you: 

• Well-organized
• Exceptional time management skills
• Independent; able to take initiative
• Adaptable in a fast-paced industry
• Confident
• Strategic Thinker
• Excellent Communication
• Discretion and Confidentiality
• High level of professionalism
• Excellent follow-through skills

While this role is typically during normal business hours (9a-5p Mon-Fri), occasional contact/events/showings outside of normal business hours will be necessary. Expectation to be in Bozeman office the majority of business days.

Plenty of opportunity for growth in the future!

How to Apply:

If all of this sounds interesting, and you feel this is the job you were born for, please apply by completing the following and sending to admin@suplatinum.com:

• Complete the DISC personality profile test, found here https://www.tonyrobbins.com/disc/. Please complete it as quickly as possible—don’t overthink the answers. We think you’ll find the results interesting! Please email the PDF results, along with a resume and cover letter about why you think this is the job for you.
• 1-minute video of yourself from your phone (filmed by you or someone else), answering this question: Why do you want this job, and what is your #1 superpower? (What are your gifts?)