What are the responsibilities and job description for the Real Estate Transaction Assistant position at Adara Communities?
About the role
We're looking for a detail-oriented, highly organized professional to support our CEO's Executive Assistant. You'll be the second set of hands for the CEO's office, handling accounting tasks, real estate transaction paperwork, and day-to-day administrative work. This role is ideal for someone with a title company or closing background who wants to bring that experience in-house to a growing real estate organization.
What you'll do as the Real Estate Transaction Assistant:
- Support the Executive Assistant with calendar coordination, correspondence, travel, and meeting preparation for the CEO.
- Handle accounting tasks including invoice processing, expense reports, payment tracking, reconciliations, and coordination with our accounting team.
- Assist with real estate transactions from contract to close: tracking deadlines, gathering documents, and coordinating with title companies, lenders, attorneys, and brokers.
- Review purchase contracts, title commitments, settlement statements, and closing documents for accuracy and completeness.
- Maintain organized transaction files and records for acquisitions, sales, and leases.
- Prepare reports, spreadsheets, and summaries as needed.
- Handle confidential information with discretion.
What we're looking for in the Real Estate Transaction Assistant:
- 2 years of experience at a title company, escrow office, or real estate law firm (e.g., escrow assistant, closing coordinator, title processor, or post-closing specialist). Hands-on experience assisting with residential or multifamily closings is strongly preferred.
- Working knowledge of real estate contracts, title commitments, and settlement statements (Closing Disclosure / ALTA).
- Basic accounting or bookkeeping experience; familiarity with [QuickBooks / Yardi / your system] is a plus.
- Strong proficiency in Excel and Microsoft Office.
- Exceptional attention to detail and the ability to manage multiple deadlines.
- Professional, discreet, and comfortable working closely with senior leadership.
- Notary commission a plus.
Benefits of the Real Estate Transaction Assistant:
- Benefits: Medical, Dental, and Vision Insurance
- Great Paid Time Off Policy!
- Hands-on Training
- Room for Growth