Transaction Coordinator
About this role
Transaction Coordinator (Real Estate Team)
## About the Role
We’re looking for a hyper-organized, detail-obsessed Transaction Coordinator to own the contract-to-close process for our real estate team. You’ll be the operational heartbeat—driving timelines, communicating clearly with all parties, and eliminating surprises. If you love building order out of chaos, move quickly without sacrificing accuracy, and thrive on checklist perfection, this role is for you.
## What You’ll Do
* **Own every file, contract to close:** Open escrow, calendar deadlines, manage contingencies, track milestones, and proactively move each deal forward.
* **Be the communication hub:** Provide concise, timely updates to clients, agents, lenders, title/escrow, inspectors, and cooperating brokers—anticipating questions before they’re asked.
* **Guard the details:** Verify docs for completeness and accuracy (legal names, dates, initials, addenda, disclosures, brokerage requirements, MLS docs).
* **Drive speed to response:** Acknowledge all inbound messages within **1 business hour** (during business hours) and resolve/route items same day whenever possible.
* **Calendar & deadline management:** Create and maintain master timelines (EMD, inspection, appraisal, loan, title commitments, HOA docs, contingencies, CD, signing, possession).
* **Documentation & compliance:** Prepare, obtain signatures, and store paperwork (listing/offer packets, addenda, notices, disclosures) in compliance with brokerage, MLS, and state rules.
* **Issue spotting & problem solving:** Surface risks early (missed dates, lender delays, title/HOA issues) and present clear action options to prevent fallout.
* **Client experience:** Deliver white-glove touchpoints from mutual acceptance to keys—clear expectations, thoughtful reminders, and calm guidance at every step.
* **Financial checkpoints:** Track earnest money, commission agreements, DA requests, concessions/credits, and closing statements; reconcile file at close.
* **Systems & reporting:** Maintain CRM and pipeline dashboards; produce weekly status reports and post-close audits; continuously refine SOPs and templates.
## What You Bring
* **Extreme attention to detail** with a track record of zero-defect work under tight timelines.
* **Organizational mastery:** You live by checklists, timelines, and naming conventions.
* **Speed + clarity:** Fast response times and clear, concise writing (email/text/notes).
* **Professional poise:** Calm under pressure; proactive, diplomatic, and solutions-oriented.
* **Real estate fluency:** Understanding of purchase agreements, disclosures, contingencies, title/escrow, lending milestones, appraisals, and inspections.
* **Tech savvy:** Comfortable with e-signature platforms (e.g., DocuSign/Dotloop), CRM (Follow Up Boss/kvCORE/etc.), MLS, Google Workspace/Microsoft 365, task boards (Asana/Trello/ClickUp), and document management.
* **Experience:** 1–3+ years in a real-estate TC role or brokerage operations preferred (will consider adjacent experience with strong systems + detail orientation).
## Success Metrics (first 90 days and beyond)
* **Response SLAs:** ≤1 business hour acknowledgment; same-day resolution on routine items.
* **File accuracy:** 99% error-free compliance audits; zero missed contractual deadlines.
* **On-time closings:** ≥95% of transactions close on or before target dates.
* **Stakeholder satisfaction:** 4.8/5 average feedback from clients/agents/vendors.
* **Throughput:** Efficiently manage **25–40+** active files/month (team volume dependent).
## Tools You’ll Use
BoldTrail • MLS • Title/escrow portals • CRM (e.g., Follow Up Boss/kvCORE) • Google Drive/Sheets/Docs • Task boards (Asana) • Email/SMS templates
## Work Style & Schedule
* Hybrid/remote considered depending on experience and team needs.
* Occasional after-hours checkpoint on critical contingencies or closing day.
