Real Estate Processing and Operations Coordinator

About CENTURY 21 New Millennium:
CENTURY 21 New Millennium is a full-service real estate brokerage with approximately 1,100 agents and staff in 27 offices across the greater Washington, D.C. area, including portions of Maryland, Virginia, the District of Columbia, and West Virginia—while also serving clients in Pennsylvania and North Carolina. The company, which specializes in residential, luxury and commercial properties, joined the CENTURY 21 System in 1994 and provides traditional residential and commercial services, on-site mortgage and title services, insurance, and access to a vast network of relocation and other real estate services providers worldwide under the NM Real Estate Services umbrella. CENTURY 21 New Millennium has been the top-producing CENTURY 21 brokerage in the Mid-Atlantic each year since 1999 and has earned the title of No. 1 CENTURY 21 franchise in the World five times since 2010. New Millennium has been named among The Washington Post’s Top Workplaces each year since 2018, and in 2022 and 2023 was named the No. 1 Top Workplace across all industries in the large company’s category. For more information, visit Upgrade to see actual info.


Position Overview: The Processing and Operations Coordinator is responsible for (1) the tracking and accurate entry of relocation transactions, (2) building, implementing, and managing email campaigns, and providing back-up to other coordinators as required. May be required to track the timely submission of referral fee-associated paperwork and ensure the accurate and prompt payment of said fees.

Concept: The Processing and Operations Coordinator handles the entry of pertinent and time sensitive data to our Relocation & E-Strategy Clients. This position will liaison with our branch staff that manage the receipt and entry of transactional data from the agents; ensuring correct submission of data to the Relocation or E-Strategy Client to guarantee a seamless transaction through completion. This position also handles operational tasks with a focus on building, implementing, and managing email campaigns.

This position requires the individual to be extremely thorough. A person who is highly organized and capable of multi-tasking will be most successful in this role. The position requires strong skills in data entry, document review and follow-up. Expertise in attention to detail is essential. The Processing and Operations Coordinator achieves success through understanding and achieving the Relocation or E-Strategy Client’s reporting needs and department goals, developing strong rapport with the ATM’s, and ensuring the accurate and timely entry of transaction data.

Core Competencies:
1. Strong Attention to Detail: the Processing and Operations Coordinator is able to quickly, and comprehensively, review documents for inconsistencies.
2. Proficient Communicator: ability to communicate, and coordinate, effectively in person, via zoom, and via email.
3. Team Player: must be able to effectively work with our Referral Partners, our Agent Transaction Managers, the accounting department and with agents.
4. Time Management Skills: are critical to ensuring all our referral relationships are maintained properly by timely sending of referral fees.

Duties:
Deliberate duties to be performed in this position include, but are not limited to, the following:
1. Data Integrity & Communication:
a. Track transaction files to ensure data is accurate and reported to client within 2 days.
b. Provide timely updates to our referral sources.
c. Liaison with the Agent Transaction Managers (ATMs) across our Branch Locations.
d. Prepare the month-end reports and submit them for executive review.
e. Respond to any client audits or inquiries on referral fee payments or closing details in a timely manner.
2. Ensure the Accurate and Timely Submission of Referral Fees:
a. Coordinate with Accounting to ensure referral fee payments are made on time to the client.
b. Confirm check amounts, record check data and mail to the appropriate address.
c. Review & approve disbursement sheets for accurate calculations and payments.
3. Operations:
a. Build, implement, and manage email campaigns through databases & systems.
b. Receive, interpret, and assign relocation referrals.
4. All other duties as assigned.

Qualifications:
? A Two-Year College Degree or comparable working experience.
? Advanced Computer Proficiency in Microsoft Suite and job-related systems.
? Real Estate knowledge & past experience in Real Estate Processing.
? Working knowledge of transaction management systems (e.g., Opcity, Skyslope, eRelocation, Broker Center).
? Ability to build, implement, and manage email campaigns through databases & systems.
? Technologically savvy is a must.
? 2-3 years of Real Estate related, or industry experience, is preferred.
? Excellent English - verbal & written communication skills.
? Background in Finance and/or Accounting is a plus!

Reporting Structure:
The Processing and Operations Coordinator reports directly to the Director of Relocation for training and procedural support and has dotted-line accountability to the organization’s Agent Transaction Managers in New Millennium’s offices for the agents he or she receives and enters data from. This role will also periodically work with the Accounting Department, to ensure prompt payment of referral fees and compliance standards are met.

Behavioral Expectations:
• 40 hours per week availability (9:00 am – 6:00 pm EST)
• Flexibility is key!
• Ability to manage fluctuating work volume
• Able to prioritize projects & deadlines
• Prioritize teamwork. Together, we’re better.
• Utilize superior, professional communication and customer service skills (written and verbal)
• Set and meet deadlines on time.
• Maintain a positive mindset and appropriate professional conduct while representing C21NM, either in the office or while meeting with agents.
• Keep confidential all personal information about agents, customers, staff and/or employees.
• Adhere to C21NM standards and policies when completing any tasks or work.
• Perform all work following all government laws, regulations, ordinances, and court rulings in those jurisdictions in which C21NM operates.
• Check and respond to emails and Microsoft Teams regularly.

Culture:
We practice the “Platinum Rule”: We treat others as they would want to be treated.
• We are trustworthy
• We possess an inherent drive to “figure it out”
• We seek responsibility and accountability
• We want to learn
• We are happiest professionally when we are doing good work at something we think is meaningful