Real Estate Transaction Coordinator

Real Estate Transaction Coordinator

Job Description

A Real Estate Transaction Coordinator (TC) is responsible for managing all administrative and communication duties involved in a real estate transaction from contract to closing. The TC ensures that all parties stay informed, deadlines are met, documents are accurate, and the transaction progresses smoothly.

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Key Responsibilities

Transaction Management

• Open and organize new transaction files once a purchase agreement is executed.

• Track critical contract deadlines (inspection, appraisal, financing, closing, etc.).

• Ensure all required documents are completed, signed, and uploaded to the brokerage’s compliance system.

Communication

• Serve as the main point of contact for agents, clients, lenders, title companies, escrow officers, inspectors, and attorneys.

• Provide timely updates to all parties throughout the transaction.

• Coordinate scheduling of inspections, appraisals, walkthroughs, and closing appointments.

Document & Compliance Oversight

• Review contracts and addendums for completeness and accuracy.

• Submit completed files to the brokerage for compliance approval.

• Maintain confidentiality and ensure compliance with state and brokerage regulations.

Administrative Duties

• Maintain organized digital files and transaction checklists.

• Prepare and send out disclosures, addenda, and closing instructions.

• Assist with earnest money documentation and tracking.

• Update CRM and transaction management software (e.g., Dotloop, Skyslope, Brokermint, Command).

Closing Support

• Coordinate closing timelines with lenders and title/escrow.

• Verify commission disbursement forms and confirm all required items are complete.

• Deliver final documents to agents and clients and close out the file.

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Required Skills & Qualifications

• Fluent In Spanish
• Strong organizational and multitasking skills.
• Excellent written and verbal communication.
• Knowledge of real estate contracts, terminology, and transaction processes.
• High attention to detail and ability to meet deadlines.
• Proficiency in transaction systems (Dotloop, Skyslope, DocuSign, etc.).
• Ability to work in a fast-paced environment with multiple transactions.
• Customer-service oriented and professional.

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Preferred Qualifications

• Experience as a transaction coordinator, real estate assistant, or similar role.

• Real estate license (sometimes preferred but not always required).

• Familiarity with local/state real estate regulations.

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Summary

A Transaction Coordinator ensures that a real estate transaction moves smoothly from contract to close by managing paperwork, deadlines, communication, and compliance. The role is essential for real estate agents who need administrative support to deliver a seamless client experience.