Transaction Coordinator

Our growing real estate investment business in USA (NJ and PA markets) is looking for Transaction Coordinator.

A Real Estate Transaction Management Coordinator (often called a Transaction Coordinator or TC) is the "glue" of a real estate deal. Their job is to manage the administrative, logistical, and compliance-related tasks that happen from the ---------- nt a contract is signed (or even before) until the keys are handed over.

Here is a comprehensive breakdown of job responsibilities, categorized by the stages of a real estate transaction.
1. Pre-Listing & Listing Management
Before a property even goes under contract, a coordinator often handles the "prep" work to ensure the listing is professional and compliant.
Document Preparation: Draft listing agreements, disclosures, and state-mandated forms for the seller’s signature.

Media Coordination: Schedule professional photography, videography, and staging consultations.
MLS Management: Enter listing data into the Multiple Listing Service (MLS), upload photos, and verify that the description is accurate and compliant with local board rules.

Vendor Liaising: Coordinate with sign installers and lockbox providers to ensure the property is accessible and marketed.
2. Contract-to-Close (The Core Role)
This is the most critical phase, where the coordinator manages the strict timelines and paperwork of an active deal.

Escrow/Title Opening: Open escrow and/or title with the designated company and ensure the Earnest Money Deposit (EMD) is received on time.

Deadline Tracking: Create a master calendar for all "contingency" dates (e.g., inspection periods, appraisal deadlines, financing approvals) and send reminders to all parties.

Inspection Coordination: Schedule home, pest, and specialized inspections; then ensure the reports are distributed and any repair addendums are signed.

Document Review: Review all signed contracts and addendums for missing signatures, initials, or dates to ensure a "clean" file.

Lender Liaison: Regularly check in with the buyer's lender to ensure the loan is on track for the "Clear to Close."
3. Compliance & Administrative Support
The "back-office" portion of the role ensures the brokerage remains legally protected.
File Auditing: Maintain a complete digital file of every document related to the transaction for brokerage compliance and future audits.

Software Management: Use transaction management platforms (like Dotloop, SkySlope, or AFrame) to track the deal’s progress.

Commission Disbursement: Prepare and submit Commission Disbursement Authorizations (CDA) so that agents and the brokerage get paid promptly at closing.
4. Communication & Client Relations
The coordinator acts as the central hub for information, reducing stress for the agent and the client.

Status Updates: Send weekly "milestone" emails to the client (Buyer/Seller) to explain what has happened and what to expect next.
Multi-Party Liaison: Act as the primary point of contact between the agent, the other side’s agent, the title officer, the lender, and the client.

Closing Logistics: Coordinate the final walkthrough and schedule the signing appointment for the clients.

5. Post-Closing Duties
Archive Management: Ensure the final Closing Disclosure (CD) or Settlement Statement is in the file.
Review Requests: Send "thank you" notes and links for online reviews to clients on behalf of the agent.
Database Updates: Update the agent’s CRM (Customer Relationship Management) software with the client’s new address and closing anniversary.

Key Skills & Software for the Role
Software Proficiency: Experience with e-signature tools (DocuSign), MLS systems, and transaction management software (SkySlope, Paperless Pipeline).

Meticulous Detail: The ability to spot a missing initial on page 12 of a 50-page contract.

Calm Under Pressure: Transactions often get "hot" during the inspection or appraisal phase; a TC must remain the voice of reason.
Proactive Problem Solving: Identifying a potential delay (like a slow appraisal) before it becomes a crisis.

Why this role matters: A great Transaction Coordinator allows a real estate agent to focus on revenue-generating activities (negotiating and finding new clients) while ensuring the "boring" but vital details of the legal contract are handled flawlessly.