Transaction Coordinator

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Aug 22, 2019


Essential duties and responsibilities
Act as liaison between real estate agents, clients, attorneys, escrow companies, and mortgage brokers during the process of a real estate sale and effectively manage the administrative tasks involved in closing a sale
Create timelines and follow up with individuals as needed to ensure all deadlines are met and contingencies are released
Maintain accurate and compliant files for all transactions
Create a house file (either in Dotloop or physical) for all transactions
Create Greensheets
Understand the contracts in order to summarize all important terms, conditions, and contingency dates
Communicate with the agent several times throughout the transaction including all important dates, missing documents, calendar reminders, file compliance status, etc.
municate regularly with the client to send them reminders, check in, and let them know what to expect in each step of the closing process
Establish relationships with all third parties including lenders, inspectors, appraisers, and all agents in order to ensure a smooth closing process and share relevant information
Draft any addenda needed along the way and keep a record of them on file and ensure they are shared with relevant parties
Be the first point of contact/resource for all questions that arise throughout the closing process from agent (and client, attorneys, lenders, appraisers, other transaction coordinators/Realtors, etc.)
Stay in good communication with the agent if any issues arise that they need to handle or negotiate
Coordinate closing date, time, and location and notify all parties
Notify client about utility accounts to set up/cancel
Draft a commission statement for our listings and verify commissions for our buyer side transactions prior to closing (along with utility and other pro rations)
Put together the closing file for the agent including any documents needing signatures/initials/dates, commission amount for the check to bring back, and any other documents needed from closing
Close out the file after the closing including changing the MLS status to closed for our listings, double-checking the file, making an electronic copy of the HUD, and processing the check.
Add closed file to Dotloop.
Follow up with clients after the sale to check in and request a testimonial

Excellent at building rapport
People oriented
Strong written and verbal communication skills
Good organizational skills
Learning based
Willing to learn scripts and dialogues
High school graduate

Customer Service & Admin Support
Customer Support
Professional Services
Real Estate Services
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