Real Estate Office Manager | Transaction Coordinator | Listing Concierge

Job Title: Real Estate Office Manager / Transaction Coordinator / Listing Concierge

Location: Kirkland, WA

Employment Type: Full-Time, In-Office

Reports To: Lead Broker / Team Principal

Brokerage: Windermere Real Estate/Northeast, Inc.

Position Overview

We are seeking an experienced Real Estate Office Manager, Transaction Coordinator, and Listing Concierge to join a top-producing luxury real estate team within Windermere Real Estate. This multifaceted role supports the team’s daily operations, ensures smooth real estate transactions, and delivers a polished white-glove client experience from listing launch to closing day.

The ideal candidate is an organized professional with an understanding of luxury real estate standards, meticulous attention to detail, and a passion for client service. You’ll act as the central hub of team operations—managing people & systems, communicating with clients & vendors, and implementing established processes that allow our team to focus on client relationships and increase sales.

Key Responsibilities

1. Office Management & Team Operations

• Oversee the day-to-day administrative operations of the team, ensuring efficiency, organization, and a positive work environment.
• Maintain office systems, manage schedules, delegate tasks, and monitor workflow between team members.
• Serve as the primary point of contact for internal team member communication & external communication with real estate vendors.
• Assist with onboarding new team members, training on systems, and maintaining compliance with Windermere Real Estate policies.
• Track key performance metrics, prepare reports, and manage documentation for team goals/production.

2. Transaction Coordination (Contract to Close)

• Manage real estate transactions from mutual acceptance to closing, ensuring accuracy, timeliness, and compliance with brokerage and state regulations.
• Prepare, review, and track all transaction documents, including purchase and sale agreements, addenda, and disclosures.
• Liaise with clients, cooperating agents, title/escrow officers, lenders, and inspectors to ensure a smooth transaction process.
• Maintain transaction files using Windermere systems (e.g., MoxiWorks, Cloze, Skyslope, or similar).
• Monitor key deadlines, providing regular status updates to the lead broker and clients.
• Confirm final closing details, verify settlement statements, and ensure proper document storage and compliance after closing.

3. Listing Concierge & Marketing Coordination

• Manage the pre-listing preparation process to ensure every property meets the team’s elevated presentation standards.
• Coordinate professional photography, videography, staging, and signage installations.
• Prepare marketing materials including property brochures, mailers, online marketing campaigns and social media assets.
• Input and manage listings in the NWMLS and across online platforms, ensuring brand consistency and accuracy.
• Assist with open house coordination, broker tours, and client event planning as needed.
• Maintain property marketing calendars and track campaign results.

Qualifications & Experience

• Minimum 2-3 years of experience in real estate or related fields (real estate, title/escrow, lending, etc.) preferred.
• Prior experience in real estate administration, transaction management, or operations strongly preferred.
• Strong understanding of real estate contracts, timelines, and compliance.
• Exceptional organizational, communication, and time-management skills.
• High level of discretion and professionalism when handling confidential information and VIP clients.
• Tech-savvy and proficient in Adobe Acrobat, Canva, Mailchimp, Excel, etc.
• A proactive, solution-oriented mindset with a commitment to excellence and continuous improvement.
• Active Washington State real estate license preferred (or willingness to obtain).

Compensation & Benefits

• Salary Range: Minimum of $80,000 with potential for $100,000 annual income (DOE)
• Performance Bonuses/Overrides: Available based on transaction volume and team success.
• Benefits: Paid time off, health insurance, professional development opportunities, and potential for flexible scheduling.

Why Join Our Team

You’ll be part of an established high-performance luxury real estate team that values excellence, integrity, and exceptional client care — hallmarks of the Windermere brand. Our team operates at the highest standards of professionalism, creativity, and market expertise. You’ll have the opportunity to grow within a supportive, driven environment where your attention to detail and operational leadership make a direct impact on the team’s continued success.

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