TRANSACTION COORDINATOR

Transaction Coordinator

SUMMARY

The Transaction Coordinator performs daily activities necessary to operate a residential real estate office. TheTransaction Coordinator is a professional and personable resource to the Sales Agents and the public. They perform a variety of receptionist and administrative activities.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• 
  Scan and deposit checks
• Perform receptionist responsibilities: including greeting visitors, answering incoming calls, scheduling appointments, providing general information regarding real estate listings, process listings, sales and closings - especially when admin is gone
• Assembles buyer and listing packets
• Processes some pendings in Dotloop and Darwin while she is completing TC duties
• Main point person for OLL events including organizing and set up
• Updates our office calendar and sends out weekly updates
• Completes a Dotloop 101 class/refresher for newer agents when they have their first few files.
• Takes attendance for our trainings and tracks yearly
• Assists agents with various forms, technology questions or issues
• Send executed contracts to attorneys and lenders in a timely manner
• Ensure all contracts and documentation meet compliance standards
• Coordinate closing logistics with affiliated partners, agents, and service providers
• Order termite inspections and distribute reports and invoices to relevant parties
• Order home warranties for pending transactions and provide confirmation documentation
• Communicate and distribute closing confirmations to all parties
• Prepare and distribute agent compensation statements
• Maintain escrow compliance in accordance with company and regulatory standards
• Coordinate the setup of escrow accounts for upcoming closings
• Accurately enter and manage transaction data within the Darwin system
• Prepare transaction files for closing and coordinate the disbursement of escrow funds
• Maintain and update leaderboard and performance tracking data
• Maintain organized and accurate files on all work processes
• Open and close the office daily per local office instructions (turn on lights and radio, computer monitors, make coffee, straighten office areas, etc.)
• Support the managing broker as needed

• 
  Excellent communications skills
• Personable and friendly
• Proficient with technology (Microsoft Office, Google products and other back-office software)
• Ability to work well under pressure balancing multiple priorities and assignments to meet deadlines
• Consistent with follow up and follow through
• Strong typing skills
• Ability to handle and resolve recurring problems
• Must be highly organized
• Adaptable to various personalities/situations

EDUCATION and/or EXPERIENCE

• 
  Combination of education and experience sufficient to successfully perform the essential duties of the job

LANGUAGE SKILLS

• Ability to read and understand documents and to communicate with agents and other staff members in a courteous and professional manner

MATHEMATICAL SKILLS

• 
  Basic Accounting knowledge helpful in processing closings, deposits and the monthly billing statements

REASONING ABILITY

• 
  Ability to define the problem, establish facts and draw a valid conclusion to solve the problem and plan initiatives

PHYSICAL DEMANDS

• 
  Stamina to maintain attention to detail despite interruptions
• Strength to lift and carry files weighing up to 3 pounds
• Vision to read printed materials and a computer screen
• Hearing and speech to communicate in person and over the telephone

WORK ENVIRONMENT

• 
  Frequently subject to interruptions in a moderate noise level office setting

• 
  Monday - Friday, varies by office