Operations Team Lead

Team Lead – Transaction Coordination

Reports To: Employing Broker (dotted line to Managing Broker, subject to change)
Location: Northern Colorado Offices (Loveland, Fort Collins, Timnath, etc.)
Status: Full-Time, Exempt
Travel: Up to 5% (between office locations)

Salary Range: $84,212.29 – $48,505

Overview

We serve both our internal customers (our Partners, leadership, affiliated services, and each other) and external customers (buyers, sellers, outside brokers, title, mortgage, inspectors, appraisers, and more). Our mission is to make this the easiest place to transact real estate and to make our Partners look good.

The Team Lead – Transaction Coordination is a hands-on position that provides direct support to Transaction Coordinators while also ensuring smooth processes and consistent compliance across offices. This role performs daily transaction and compliance duties (approximately 80%) while providing leadership, mentoring, and quality control (approximately 20%). The Team Lead ensures every transaction is managed with accuracy, timeliness, and professionalism, maintaining The Group’s high service and compliance standards.

Department Priorities

• Transaction Compliance & File Accuracy
• Partner & Client Communication
• Workflow and Process Management
• Scheduling & Timecard Oversight
• Training & Quality Assurance

Key Responsibilities

Tactical & Operational Responsibilities (80%)

• Review contracts, disclosures, title commitments, settlement statements, and closing documents for compliance and accuracy.
• Track and manage all contractual deadlines, including Earnest Money, Title, ILC, Due Diligence, Inspection, HOA, Appraisal, and Closing.
• Enter and maintain transaction details in internal systems to ensure data accuracy and completeness.
• Communicate regularly with agents, clients, title companies, and lenders to coordinate timelines and document needs.
• Draft and process amendments, notices, and other transaction-related documents.
• Prepare files for closing, review settlement statements, and finalize compliance documentation.
• Support MLS updates, internal reporting, and post-closing disbursement processes.
• Provide coverage for other Transaction Coordinators or locations as needed to maintain workload balance and consistent service.
• Other duties as assigned

Leadership & Team Responsibilities (20%)

• Serve as the first point of contact for Transaction Coordinators regarding workflow questions, compliance standards, and process clarification.
• Conduct file audits and quality control checks to ensure adherence to company policy and state regulations.
• Mentor and train new or developing Transaction Coordinators on procedures, documentation standards, and communication protocols.
• Monitor daily workflow and support task prioritization to ensure balanced workloads and timely processing.
• Communicate feedback, resource needs, and improvement opportunities to leadership.
• Oversee scheduling and coverage to ensure adequate staffing and support across all offices.
• Review and approve timecards for accuracy and compliance prior to payroll submission.
• Model professionalism, attention to detail, and service excellence consistent with The Group’s values.

Essential Job Functions

The following duties are representative of the essential functions of this position and are not intended to be an exhaustive list of all responsibilities, duties, and skills required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Tactical & Operational Support

• Perform day-to-day transaction coordination duties, including document review, compliance tracking, and communication management.
• Ensure deadlines are met and files are maintained accurately in accordance with company standards.
• Collaborate with agents, title, lenders, and clients to facilitate smooth closings.
• Maintain system data integrity and complete compliance checks prior to closing.

Leadership & Team Support

• Provide guidance, mentorship, and support to Transaction Coordinators.
• Conduct workflow and compliance audits, offering coaching as needed.
• Manage team schedules and timecard review to ensure accuracy and coverage.
• Support onboarding and training of new team members.
• Foster a collaborative and service-oriented team culture.

Physical & Environmental Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to lift up to 20 lbs for office supply stocking and materials handling.
• Occasional travel between company offices and locations within Northern Colorado.

Skills & Qualifications

• Deep understanding of real estate transaction processes, compliance requirements, and documentation standards.
• Strong interpersonal and communication skills with the ability to mentor and support peers.
• Excellent organization and time management skills; able to manage multiple files and deadlines simultaneously.
• High attention to detail with proactive problem-solving abilities.
• Ability to work within multiple platforms, including Google Workspace, MLS systems, and internal transaction management software.
• Experience with scheduling, workforce coordination, or timecard management preferred.

Education & Experience Requirements

• Must be employed as a W-2 with The Group Inc. for at least one year and have no active disciplinary actions on file (required).
• Minimum of a high school diploma or GED (required).
• At least 1 year of experience in transaction coordination or a related departmental role (required).
• Prior customer service or administrative experience (required).
• Colorado real estate, title, or compliance experience (preferred).
• Attendance at staff meetings and leadership trainings (required).