Master Transactor (Transaction Coordinator ++)

About us
Build Vacations is a U.S.-based short-term rental development company. We partner with investors to acquire, develop, and operate exceptional vacation properties — and we believe that every detail of that process matters.

We're a small, tight-knit team that values radical candor, personal growth, and shared success. We use AI tools as a core part of our workflow, and we move fast — which means we need someone precise, proactive, and extremely organized. Don't worry about the AI, we will teach you.

The role
You will be the central document control point for the company — tracking, organizing, and managing documentation for every real estate transaction, development project, and corporate record we touch. This is not a passive filing role. You will coordinate deadlines, chase missing documents, and ensure nothing falls through the cracks across acquisitions, financing, permitting, and construction.

If you are the kind of person who gets genuine satisfaction from a perfectly organized folder system and a checklist with every box checked, this role was built for you.

What you'll own
Coordinating purchase, sale, and financing transactions from contract through closing
Managing escrow and title documentation, tracking closing timelines, and coordinating with brokers, attorneys, lenders, and title companies
Maintaining transaction checklists with disciplined naming conventions and version control
Organizing development and permitting documents, tracking submission and approval timelines
Sorting and routing documents into appropriate AI tools and knowledge systems (Google Drive, NotebookLM, Claude, etc.)
Managing corporate records: LLC documents, operating agreements, annual filings, investment agreements
Proactively identifying missing documentation before deadlines hit — never waiting to be asked
You're a great fit if you...
Have 2–5+ years in real estate transaction coordination, paralegal work, or document management
Can recognize and immediately understand documents like purchase agreements, title commitments, closing statements, escrow instructions, and loan origination documents
Are comfortable working in Google Drive, DocuSign, PDF editing tools, and spreadsheet tracking
Have used or are genuinely curious about AI tools (Claude, ChatGPT, NotebookLM, or similar)
Communicate clearly and professionally in both English and Spanish
Are energized by process, routine, and precision — not overwhelmed by it
This role is not for you if...
You prefer to improvise your organization systems or "figure it out as you go"
You wait for someone to tell you what's missing instead of hunting it down yourself
Detailed document tracking feels tedious rather than satisfying
Application screening — please read carefully
We review every application that follows these instructions completely. Incomplete applications will not be considered.

Loom video — 2 to 6 minutes
Record a Loom video ( ---------- — free to use) and paste the link in your application. Address all five questions below in order. We will not watch videos longer than 6 minutes.

1. Walk us through how you organize digital documents for a real estate transaction.
What system do you use, and why? Be specific about naming conventions, folder structure, or tools.
2. Describe a time you caught a missing document or deadline before it became a problem.
What did you notice, what did you do, and what was the outcome?
3. In your own words, explain the purpose of each of these five documents:
Title Commitment · Escrow Instructions · Closing Disclosure · Operating Agreement · Construction Draw Request. Speak from experience — do not read definitions.
4. How do you use AI tools to manage transactions better?
Tell us which tools you've used (Claude, ChatGPT, NotebookLM, or others), how you've applied them to real estate or document workflows, and what worked — or didn't.
5. Read this phrase aloud at some point during your video:
"Build Vacations — details matter, deposits follow."
We are not looking for a perfect video. We are looking for clear thinking, calm communication, and someone who follows instructions precisely.
How to apply
Submit your application through OnlineJobs.ph with the subject line: Master Transactor — [Your Name]

Your application must include:
• Your Loom video link
• A brief paragraph on why this role is the right fit for you — specifically

Applications that do not follow these instructions exactly will not be reviewed. We appreciate your time and will follow up with every complete applicant within 5 business days.