Real Estate Transaction & Office Coordinator

About the role

Sage Sotheby's International Realty is hiring the first team member for its new Tulsa office. Transaction coordination is the primary function of this position: the coordinator owns files from executed contract through closing and serves as the steady point of contact for agents, clients, lenders, title companies, and inspectors. The coordinator is also the face of the Tulsa office, handling customer service and office coordination: staffing the front desk, answering phones, greeting clients, keeping the office client-ready, and supporting agents with listing entry, marketing orders, and administrative needs. This role suits a licensed professional who is highly organized, calm under deadline pressure, and comfortable owning a wide range of work in a small, growing office.

Responsibilities

• Manage transaction files from executed contract through closing for agents who use the service, serving as the point of contact for agents, clients, lenders, title and escrow companies, inspectors, and cooperating agents
• Build and track each file's timeline (earnest money, inspections, the repair and treatment window, appraisal, financing, title, survey, and closing), schedule the related appointments, and keep all parties informed of deadlines and status
• Review contracts, amendments, and addenda for complete signatures, initials, and dates, and prepare routine transaction paperwork for agent review and signature
• Upload complete, compliant transaction and listing documents to Sage Connect and submit files for broker compliance review
• Enter new listings and status changes into the MLS and Sage Connect, and coordinate listing preparation vendors such as photography, cleaning, and repairs
• Coordinate sign installations and removals and place brochure, print, and collateral orders, making sure all materials meet Sotheby's International Realty brand standards
• Staff the front desk, answer phones, and greet clients and visitors with the polish a luxury brand calls for
• Provide data entry and administrative support to the Branch Broker and agents, including scheduling the conference room, meetings, open houses, and office events
• Keep the office clean, stocked, and client-ready, and manage supplies, equipment, and vendor service

Qualifications

Required:

• Active Oklahoma real estate license
• Working knowledge of Oklahoma purchase contracts and the contract-to-close process
• Excellent organization, with a track record of managing many deadlines at once without dropping details
• Strong written and verbal communication, and a polished, professional demeanor with clients
• Proficiency with Microsoft Office or Google Workspace, and comfort adopting new software and platforms quickly as our systems evolve
• High school diploma or equivalent

Preferred:

• 2+ years of transaction coordination, real estate, title, escrow, or mortgage experience
• Experience with the Tulsa-area MLS and transaction management platforms
• Some college or a bachelor's degree

Pay

$45,000 - $60,000