Real Estate Transaction Coordinator Job Description

Learn the job description of a real estate transaction coordinator, along with when and how to hire administrative assistants. Typically a real estate agent’s first hire is a do-it-all assistant with a complete job description that encompasses all of the agent’s administrative duties.

At first this person might serve as a real estate transaction coordinator, listing manager, marketing director, and administrative assistant all at the same time.

However, as an agent’s production increases it becomes more and more difficult for an assistant to keep up with all of these duties.

Often times agents will make their second hire a real estate transaction coordinator devoted solely to processing listings and transactions under contract.

Before reviewing our sample real estate transaction coordinator job description below, watch as we interview real estate administrative manager Elizabeth Gilbert to learn how and when real estate teams should hire a real estate transaction coordinator in this video.

For more real estate administrative staff tools, systems and information, be sure to check out Elizabeth Gilbert’s blog TheAssistantFiles.com. Elizabeth was recognized by Inman News for her work on this blog, which has become a reliable resource for administrative assistants on real estate teams around the world.

Real Estate Transaction Coordinator Job Description

1. Listing Manager (Listing to Contract)

Oversee all aspects of sellers transactions from initial contact to executed purchase agreement.
Prepare all listing materials: pre-listing presentation, Listing Agreement, sellers’ disclosures, comparative market analysis, pull online property profile, research old multiple listing service (MLS) listings and etc.
Consult & coordinate with sellers all property photos, staging, repairs, cleaning, signage, lockbox, access requirements & marketing activities.
Obtain all necessary signatures on listing agreement, disclosures and other necessary documentation.
Coordinate showings & obtain feedback.
Provide proactive weekly feedback to sellers regarding all showings and marketing activities.
Coordinate all public open houses and broker open houses.
Input all listing information into MLS and marketing websites and update as needed.
Submit all necessary documentation to office broker for file compliance.
Input all necessary information into client database and transaction management systems.

2. Transaction Coordinator (Contract to Closing)

Oversee all aspects of buyer & seller transactions from executed purchase agreement to closing.
Coordinate title/escrow, mortgage loan and appraisal processes.
Coordinate inspections, assist in negotiations regarding repairs, and coordinate completion of repairs.
Regularly update & maintain communication with clients, agents, title officer, lender etc.
Submit all necessary documentation to office broker for file compliance.
Coordinate moving/possession schedules.
Schedule, coordinate & attend closing process.
Input all client information into client database system.
Schedule 30 Day, 90 Day & 120 Day client customer service follow up calls to assist with any home improvement provider recommendations and to ask for referrals.