Real Estate Transaction Coordinator - Spencer Real Estate Group

Transaction Coordinator – Spencer Real Estate Group

Spencer Real Estate Group is a successful real estate brokerage based in Middleton, Wisconsin. At Spencer Real Estate Group, we do things a little differently - instead of working with one realtor, our clients have a whole team working on their behalf.

About This Role

As Transaction Coordinator, you're the person keeping every home sale transaction on track from contract to closing. You'll work directly with clients and all parties involved by phone and email to make sure each step happens on time and nothing falls through the cracks. Training and real estate classes will be provided.

Duties Include

• Serve as a point of contact for all transaction communication with clients, agents, and other parties
• Monitor transaction progress and ensure all deadlines are met
• Provide weekly status updates to all clients
• Schedule inspections, walk-throughs, closings, and other transaction appointments
• Attend daily team meetings and provide transaction updates to team
• Assist with routine transaction negotiations between clients and opposing agents
• Provide pre-listing coordination to get our listings on the market
• Monitor our active listings, review submitted offers, and collaborate on selling strategies
• Collaborate closely with the team and assist with other areas as needed

Skills Needed for Success

• Relationship-focused - Understand that their role is about more than paperwork and checklists—they take pride in making the process feel smooth, organized, and as stress-free as possible for the client.
• Exceptional organization - Can manage many transactions simultaneously, each with different deadlines, documents, contingencies, and related parties to keep informed.
• Clear written communication - Can write concise, professional emails that make the next action and deadline unmistakable.
• Process management - Follows standardized checklists and workflows while recognizing when a transaction needs special handling.
• Persistent follow-up - Doesn't merely send an email and wait. Knows what is outstanding, who owns it, and when to follow up.
• Problem-solving - Can quickly identify what is actually holding up a transaction and coordinate the people needed to resolve.
• Compliance awareness - Takes documentation, confidentiality, recordkeeping, brokerage procedures, and regulatory requirements seriously.
• Attention to detail - Spots missing signatures, incorrect dates, inconsistent names, incomplete forms, and discrepancies before they become problems.
• Team-oriented with a positive attitude that can remain calm under pressure
• Fits with our team culture and core values - Have Fun. Be Kind. Listen, Learn, Adapt and Grow. Have High Integrity. Be Passionate. Have an Indomitable Spirit.

Hours and Compensation

• 40 hours per week, Monday through Friday, 8:00 am – 4:00 pm
• Salaried position with bonus opportunities
• Benefits include paid vacation, flexible schedule, complimentary office snacks and coffee, team fitness training with personal coach (optional), and access to special private events
• Paid vacation and other bonuses available after a 90-day introductory period
• A 3% employer payroll match is provided towards a retirement plan after 2 years of employment

Requirements

• A real estate license is required to perform the full scope of this role. If you do not have one at the time of hire, you must be willing to study for and pass the licensing exam - training and classes will be provided.
• Must have a valid driver's license and reliable means of transportation.

Extras

• A background in real estate, project coordination, or similar is a plus
• Having an active real estate license is a plus
• Excellent verbal and written communication skills in Spanish are a plus

To apply for this position, submit a resume and cover letter describing your experience in customer service and coordination.

Job Type: Full-time

Expected hours: 40.0 per week

Benefits:

• Flexible schedule
• Paid time off
• Retirement plan

Work Location: In person