Real Estate Transaction Coordinator & Office Administrator

Hearth 2 Home Realty is seeking a motivated, organized, and customer-focused Real Estate Transaction Coordinator/Office Administrator to join our growing team. This full-time, in-office position plays a vital role in ensuring the smooth operation of our brokerage by coordinating real estate transactions, managing the front office, and providing exceptional customer service to our clients and agents.

The ideal candidate is dependable, detail-oriented, and thrives in a fast-paced environment. This individual will serve as the first point of contact for clients, answer incoming calls, assist with general real estate questions, coordinate transactions from contract to closing, and provide administrative support to the Broker and staff.

A Missouri real estate license is preferred but not required.

Essential Responsibilities

Transaction Coordination:

• Coordinate residential real estate transactions from contract through closing.
• Track important deadlines, contingencies, inspections, financing, title work, and closing dates.
• Maintain complete and compliant transaction files.
• Communicate with buyers, sellers, agents, lenders, title companies, inspectors, and other parties throughout the transaction.
• Ensure all required documentation is completed and submitted on time.
• Assist agents with contracts, forms, and transaction-related questions.

Front Office & Customer Service

• Welcome clients, visitors, and vendors in a friendly and professional manner.
• Answer and direct incoming phone calls.
• Respond to general office and real estate inquiries.
• Schedule appointments and assist with office coordination.
• Maintain a clean, organized, and welcoming reception area.

Administrative Duties

• Perform filing, scanning, copying, data entry, and document management.
• Maintain electronic and paper files.
• Order and organize office supplies.
• Assist with preparing listing packets, marketing materials, and office documents.
• Support company events and special projects.

Broker & Office Support

• Provide administrative support to the Broker.
• Assist with scheduling, correspondence, and daily office operations.
• Help maintain brokerage records and compliance files.
• Support agents and staff with general office needs.

Qualifications

• Excellent communication and customer service skills.
• Strong organizational and time management abilities.
• Ability to multitask and manage competing priorities.
• Professional appearance and positive attitude.
• High attention to detail.
• Proficiency with Microsoft Office.
• Ability to quickly learn real estate software and office technology.

Preferred

• Missouri Real Estate License (preferred not required)
• Experience in real estate, title, mortgage lending, escrow, or transaction coordination.
• Knowledge of Missouri real estate contracts and the closing process.
• Experience using MLS, Dotloop, SkySlope, Lone Wolf, or similar transaction management software.

Benefits

Hearth 2 Home Realty is committed to providing a positive work environment where employees can grow professionally while enjoying a healthy work-lift balance.

Our full-time employees are eligible for:

• Competitive pay based on experience
• Health Insurance (coming soon)
• 401(k) Retirement Plan
• Paid Vacation
• Paid Sick Leave
• Paid Holidays
• Ongoing training and professional development
• Opportunities for advancement
• Supportive, team-oriented work environment

Who We're Look For

We're looking for someone who enjoys helping people and takes pride in delivering outstanding customer service. The ideal candidate is dependable, professional, highly organized, and willing to jump in wherever needed. Every day is different in real estate, flexibility  strong communications skills, and the ability to stay organized while managing multiple priorities are essential.

If you're looking for a career with a growing local brokerage where your contributions truly make a difference, we'd love to hear from you.