Real Estate Transaction & Referral Coordinator

Join one of Vermont's Best Places to Work!

If you're someone who thrives on organization, enjoys solving problems, and loves being the person who keeps everything running smoothly behind the scenes, we'd love to meet you.

At Coldwell Banker Hickok & Boardman, you'll play an important role supporting our Finance and Sales departments and helping more than 80 real estate professionals deliver exceptional service to their clients. From coordinating transactions and referrals to improving processes and keeping projects on track, your work will make a meaningful impact across the entire company.

Job Title: Transaction & Referral Coordinator

Department: Sales & Finance

Position Type: Full-Time or Part-Time Considered

Position Overview

The Transaction & Referral Coordinator is a full-time, cross-functional role supporting both the Finance and Sales teams at Coldwell Banker Hickok & Boardman. This position plays a critical part in the smooth execution of real estate transactions and referral services, from initial client inquiries to final closings. The role requires exceptional attention to detail, strong organizational and communication skills, and the ability to manage time-sensitive, confidential tasks in a fast-paced, team-driven environment.

By combining the key responsibilities of both transaction coordination and referral management, this position enhances operational efficiency, ensures compliance, and supports exceptional service delivery to clients, agents, and partner organizations.

Key Responsibilities

Transaction Management

• Involved in all aspects of real estate transactions from contract to closing.
• Review and process contracts, amendments, disclosures, and compliance documents.
• Maintain and organize transaction files—both digital and physical—ensuring accessibility and accuracy.
• Coordinate escrow and closing processes, including reconciliation and release of funds.
• Prepare transaction status reports and support data tracking for internal reporting.

Referral & Relocation Services

• Process referral payments to ensure accurate processing of referral payments; manage W-9 collection and vendor documentation and close out in eRelo and Back Office.
• Track and update the status of all incoming and outgoing referrals using platforms like eRelocation, LeadsEngine, Broker Center, and others.
• Support the Home Services Program with scheduling, onboarding new members, vendor billing, and support the Relocation Manager with annual events.
• Coordinate the creation and distribution of relocation packets and resources.
• Back up the Relocation Manager as needed to respond to and screen incoming relocation and referral inquiries; match clients with agents based on needs.

Agent & Team Support

• Train and support agents and assistants on transaction platforms and referral tools.
• Assist with onboarding new team members, ensuring a strong understanding of systems and processes.
• Participate in internal webinars, team meetings, and ongoing professional development to stay aligned with best practices.
• Help maintain operational systems that improve workflow and enhance collaboration between departments.

Communication & Collaboration

• Available as a point of contact for agents, clients, vendors, and referral partners throughout transaction and referral lifecycles.
• Address rental inquiries and enter in prospecting tools to nurture those leads until they are ready for agent placement.

Skills & Attributes

• Meticulous attention to detail and strong organizational skills
• High degree of professionalism, discretion, and confidentiality
• Excellent written and verbal communication
• Problem-solving mindset with the ability to manage priorities and deadlines
• Proficient in Microsoft Office with the ability to quickly learn real estate platforms (e.g., eRelocation, LeadsEngine)
• Adaptable to changing technologies and workflows
• Team-oriented with a growth and service-first mindset

Qualifications

• Degree in Business or a related field, or equivalent work experience
• 2–4 years of experience in financial services or a related industry
• Prior experience in administrative and client service roles preferred
• Willingness to complete relocation certification (ALN) and background check

Coldwell Banker Hickok & Boardman is an equal opportunity employer. We are committed to creating an inclusive and collaborative environment where everyone feels welcome and supported.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person