Real Estate Transaction Coordinator

Listing & Transaction Coordinator

Job Type: Full-Time or Part-Time Department: Real Estate Operations at The Paula McDaniel Group Reports To: Paula McDaniel

*****Must be licensed in Real Estate to be considered

Must be located in Chattanooga, TN and Willing to work on-site

Position Overview

The Paula McDaniel Group is seeking a highly organized, detail-oriented, and proactive Listing & Transaction Coordinator to support our real estate team from listing preparation through closing. This role is responsible for keeping transactions and listings on track, ensuring deadlines are met, documents are accurate and complete, and clients receive a professional and seamless experience.

The ideal candidate is an excellent communicator who thrives in a fast-paced environment, enjoys managing multiple priorities, and takes ownership of getting things done accurately and on time.

Key ResponsibilitiesListing Coordination

• Coordinate the listing process from initial preparation through going live.
• Prepare and organize listing paperwork, disclosures, agreements, and supporting documentation.
• Enter and maintain accurate listing information in the MLS and other marketing platforms.
• Review listings for accuracy, including pricing, property details, photos, descriptions, and showing instructions.
• Coordinate listing launches, price changes, status changes, open houses, and property updates.
• Monitor showing activity and communicate relevant updates to the appropriate team members.
• Assist with preparing marketing materials and coordinating listing-related marketing activities.
• Ensure listings are updated promptly when changes occur.
• Coordinate the listing process through contract acceptance and transition to transaction management.

Transaction Coordination

• Manage transactions from executed contracts through closing.
• Create and maintain transaction timelines, checklists, and calendars.
• Track contract deadlines, contingencies, inspections, appraisals, financing, title work, and closing requirements.
• Ensure required documents are received, completed, signed, and properly filed.
• Coordinate communication among agents, buyers, sellers, lenders, title companies, attorneys, inspectors, appraisers, and other vendors.
• Follow up proactively on outstanding documents, deadlines, and action items.
• Monitor transactions for potential issues and escalate concerns to the appropriate agent.
• Coordinate closing logistics and confirm all parties are prepared for closing.
• Maintain organized digital transaction files in accordance with company policies and applicable regulations.
• Update transaction management systems and CRM records as needed.
• Assist with post-closing documentation and file compliance.

Client & Team Support

• Provide professional and timely communication with clients, agents, vendors, and partners.
• Keep agents informed of important deadlines, outstanding items, and transaction updates.
• Help create a smooth, organized, and high-quality client experience.
• Protect confidential client and transaction information.
• Support the team with administrative and operational tasks as needed.

Qualifications

• Previous experience in real estate, transaction coordination, listing coordination, escrow/title, or a related administrative role preferred.
• Strong organizational and time-management skills.
• Exceptional attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Ability to manage multiple transactions and competing deadlines simultaneously.
• Strong follow-up skills and a proactive approach to problem-solving.
• Comfortable working with technology, online platforms, CRM systems, MLS systems, and document management software.
• Ability to work independently while collaborating effectively with a team.
• Professional, dependable, and service-oriented demeanor.
• Ability to maintain confidentiality and handle sensitive information appropriately.

Real estate license: Required

Ideal Candidate

The ideal candidate is someone who:

• Loves checklists, organization, and keeping things on schedule.
• Notices small details before they become big problems.
• Takes initiative rather than waiting to be asked.
• Communicates clearly and professionally.
• Can calmly manage multiple deadlines at once.
• Enjoys supporting agents and creating an exceptional client experience.
• Is comfortable being the person who makes sure nothing falls through the cracks.

Performance Expectations

Success in this position will be measured by:

• Accurate and timely listing and transaction documentation.
• Consistent completion of deadlines and follow-ups.
• Well-organized transaction files.
• Effective communication with clients, agents, and vendors.
• Smooth coordination of listings and closings.
• Ability to identify and address potential issues before they become problems.
• Positive client and team experience.

Compensation & Benefits

Benefits may include:

• Paid time off
• Paid holidays
• Bonus or performance incentives
• Professional development

Location: In Office; 2115 Stein Dr Chattanooga, TN 37421

Occasional availability outside standard business hours may be required to address time-sensitive transactions or closing matters.

How to Apply

Please submit your resume and a brief introduction explaining your relevant real estate, administrative, or transaction coordination experience and why you would be a strong fit for this position.

Benefits:

• Flexible schedule
• Paid time off

License/Certification:

• Real Estate License (Required)

Work Location: In person