What are the responsibilities and job description for the Administrative Assistant Transaction Coordinator position at Pinnacle Estate Properties Inc?
The Dave Walter Team is Hiring!!!! Administrative Assistant/Transaction Coordinator (Westlake Village)
The Dave Walter Team is looking for an exceptional Administrative Assistant / Transaction Coordinator to join the team.
This is a key role supporting a high-volume real estate business and helping ensure every sale runs smoothly from Listing all the way to closing.
Administrative & Marketing Support
· Marketing Schedule: Facilitate and adhere to a strict marketing timeline for farm area (e.g., coming soon, active, in escrow and sold).
· Property Logistics: Be available to sit at open properties for inspections, appraisers, or vendors when needed.
· Problem Solving: Proactively address issues that arise during the escrow process to keep the deal on track.
· Office Management: Oversee all aspects of the administrative of the agent’s business and daily office duties.
· Lead Source: Track all inbound leads.
· Presentation Preparation: Prepare Buyer/Seller consultation packages,
· CRM: Manage client database.
Transaction Coordination (Listing & Contract to Close)
· Prepare Listing File:
o Review listing for accuracy
o Update database
o Set up listing file
o Prep all seller disclosures and initiate GLIDE
o Order Prelim & NHD Report
· Marketing Prep:
o Create flyers/brochures
o Sign installation
o Maintain current websites
o Coordinate the preparation of open houses
Closing File Management
· Manage transactions from contract to close
o Open escrow, manage all transaction documents, and ensure all signatures and initials are obtained via platforms like DocuSign
o Coordinate paperwork, timelines, and disclosures
o Communicate with buyers, sellers, escrow, lenders, and vendors
o Track deadlines for inspections, contingencies, and appraisals
o Keep every file organized and every transaction running smoothly
· Deadline Tracking: Monitor and notify all parties of key dates for inspections, appraisal
· Communication Hub: Act as a point of contact between buyers, sellers, escrow officers, lenders, and cooperating agents
· Closing Procedures: Coordinate the final walkthrough, ensure the file is position for funding, and confirm the close of escrow
· Close out the File: Update database, close out listing in the MLS, send executed documents to the clients, and regularly obtain client testimonials
· Location: Office in Westlake Village
We’re looking for someone highly organized, detailed-oriented, proactive, and great with communication who thrives in a fast-paced environment.
If you (or someone you know) would love to work alongside one of the Conejo Valleys top-producing agents, send a message or email your resume to learn more.
Please share if you know someone who would be a great fit!