TRANSACTION ADMINISTRATIVE COORDINATOR

Position Summary

The Real Estate Transaction Coordinator is responsible for managing residential homes and lot transactions from contract execution through closing. This role owns the contract-to-close process and ensures all transactions are completed accurately, on schedule, and with a high level of customer satisfaction. Serving as the central point of coordination between buyers, sales consultants, lenders, title companies, and internal teams, this role drives communication, enforces timelines, and ensures closing readiness across all homes.

Essential Duties & Responsibilities

• Transaction Management

• Coordinate and oversee all aspects of the transaction process from accepted offer through closing.
• Prepare, review, and distribute contracts, amendments, disclosures, and other transaction-related documents.
• Maintain accurate transaction files and ensure all transactions comply with company policies.
• Monitor earnest money and contingency deadlines, inspections, title work, and closing requirements based on offer.
• Maintain and manage a centralized closing calendar with all key milestone dates.
• Maintain real-time visibility into all active transactions, including status, risks, and projected closing dates.
• Proactively identify and communicate risks that may impact closing dates.
• Collaborate with Project Managers and Project Coordinators to stay informed of construction progress and projected closing timelines.
• Coordinate with internal and external partners to resolve issues and keep transactions on track.

• Closing Readiness & Timeline Coordination

• Own closing readiness for all active transactions and ensure homes are prepared to close on schedule.
• Coordinate closing dates, appointments, walkthroughs, and delivery of all closings requirements.

• Listing & Inventory Support

• Create, update, and maintain property listings across MLS platforms, company, and marketing.
• Ensure listing information, pricing, photos, floor plans, and property details remain accurate and up to date.
• Coordinate status changes including active, pending, sold, and closed transactions.
• Affiliate with home and property tracking and reporting for available homes and lots.

• Communication & Customer Service

• Serve as a point of contact for buyers throughout the transaction process.
• Communicate regularly with sales consultants, lenders, title companies, attorneys, municipalities, and construction personnel.
• Respond promptly to inquiries and proactively address concerns to ensure a positive customer experience.
• Provide updates regarding transaction status, construction progress, and closing timelines.

• Administrative & Operational Support

• Maintain transaction checklists and reporting systems to ensure all deadlines and requirements are met.
• Affiliate with closing package preparation and post-closing documentation.
• Deliver keys and closing documents to Title company prior to closing dates.
• Support company marketing, sales, and operational initiatives as needed.

Qualifications

• Strong organizational skills and attention to detail.

• Ability to manage multiple transactions and deadlines simultaneously.

• Excellent written and verbal communication skills.

• Proficiency with MLS systems, Microsoft Office, Adobe, and managing transactions through companies’ software.

• Knowledge of residential real estate transactions, new construction processes, and contract documentation preferred.

• Ability to work independently while collaborating effectively with internal and external partners.

WHAT YOU’LL LOVE ABOUT WORKING HERE

• Invest in Your Future:

• 401(k) with company match, plus annual merit-based increases.

• Prioritize Your Health:

• Comprehensive medical, dental, vision, life insurance, Long-Term Disability, and FSA and HSA options.

• Recharge and Renew:

• Generous paid time off and 8+ paid holidays.

• Voluntary Benefits:

• Short Term Disability, Accident, Critical Illness, and Hospital Indemnity.

• Keep Growing:

• Ongoing education, leadership training, and advancement opportunities across all departments.

• Celebrate Together:

• Annual employee appreciation events, team outings, and company-wide recognition programs.

• Make an Impact:

• Contribute to meaningful projects that shape neighborhoods and improve lives.

• Be Rewarded:

• Eligible for performance-based bonuses and commissions.

Benefits

• 401(k) with company match, plus annual merit-based increases.

• Comprehensive medical, dental, vision, life insurance, Long-Term Disability, and FSA and HSA options.

• Generous paid time off and 8+ paid holidays.

• Short Term Disability, Accident, Critical Illness, and Hospital Indemnity.

• Ongoing education, leadership training, and advancement opportunities across all departments.

• Annual employee appreciation events, team outings, and company-wide recognition programs.

• Performance-based bonuses and commissions.