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Licensed Real Estate Transaction Coordinator

Aurora, Colorado
Job Type
19 Mar 2021

Job Description

Thank you for inquiring about the Real Estate Transaction Coordinator position. Please attach your resume and send an e-mail cover letter that includes your name, phone number, e-mail address AND please answer the following two questions:

1. Do you have previous experience working as a Transaction Coordinator or Realtor? If so, please provide details.

2. I would be a great Transaction Coordinator for you because...


Position Summary :

The primary purpose of this position is to provide first class customer service so that clients receive terrific home buying or selling experiences and become raving fans.


  • Colorado Real Estate Broker License highly preferred or willing to get licensed
  • Must have a minimum of 3-5 years of previous Real Estate Transaction Coordinator office experience
  • Exceptional organizational skills
  • Ability to multi-task, prioritize, ability to multi-task with great follow-up skills and problem solve
  • Strong customer service skills
  • Proficient on Mac, Apple products and Microsoft Office suite
  • Experience in managing multiple priorities, administrative coordination, and logistics
  • Strong written and verbal communication skills
  • A reliable vehicle, driver's license and insurance
  • Ability to take constructive criticism and adjust accordingly
  • 40+ Hour/Week


Manage all Buyer and Seller contract to close providing A+ customer service

  • Add client and contract information in database if not present
  • Perform all Quality Assurance checks on incoming files and documentation throughout process
  • Notify agents immediately of discrepancies and work with agent to remedy
  • Coordinate EM deposits checks and receipts
  • Track and update Agents' calendars with important dates
  • Coordinate inspections, appraisals, appointments, and closings
  • Coordinate/communicate with selling/listing agents, inspectors, title companies, vendors, etc.
  • Communicate follow-up on status of repair, obtain invoices and verify work completed/final
  • Coordinate contract amendments and documentation during process
  • Transfer and order home warranties to Buyers when applicable
  • Provide utility information to clients
  • Provide support to clients through the contract to close process
  • Communicate to clients and agents on a regular basis, including but not limited to Monday status calls and pipeline and weekly face-to-face with agents
  • All communications/notes to be logged into CRM
  • Review file prior to closing to ensure all documentation is present, if not provide a list to the Agents
  • Review settlement statements to ensure all is correct prior to providing to Agent before closing
  • Perform final file review one week before closing date
  • Identity all missing or incorrect documentation prior to closing
  • Coordinate sign and lockbox pick-up with Listing Manger one week prior to closing on listings
  • Finalize file for Agent one day prior to closing
  • Perform post-closing file review
  • Review file for completion
  • Verify all items that needed to be completed at closing have been completely correctly
  • Verify database has updated/correct address (new address or correct forwarding address)
  • Verify amount received from closing is correct and matches comp agreements
  • Verify all financial inputs are correct
  • File Management is in compliance in CTM eContracts and updated according to brokerage policies
  • Take proactive steps to ensure CRM is up to date and accurate throughout file management
  • Train new closing coordinators and new agents on process
  • Attend all required meetings, especially daily morning huddle (meeting)
  • Attempt to secure current client referral, goal 1 per month
  • Perform all other tasks necessary to align with the company's Mission, Vision, Business Principles and Core Values
  • Individual role extends beyond a job description, task sheet or checklist
  • Everyone is a resource to the Firm and to one another
  • Our role serves ultimately one Purpose: Create Raving Fans!
  • Be efficient and effective in all we do; don't delay
  • Do what it takes to exceed the expectations of our clients
  • Create contracts and documents
  • Communicate with lenders, title, other agents, vendors, etc.
  • Track dates and deadlines
  • Create and manage both paper and electronic files (CTM eContracts, Mac, MLS, Top Producer, etc.)
  • Respond to Relocation deadlines/updates
  • Track sales
  • Close-out files

CRM management/Office organization

  • Keep CTM eContracts and CRM organized and up-to-date
  • Track and perform activities for transaction inclu\ding contacts, listings, under contract details, etc.
  • Keep office organized/positive work environment
  • Keep email sorted and organized

Lead generation with clients and potential clients in person , by phone and via email

  • Call current clients and leads (initial and follow up)
  • Send Market Snapshots
  • Attend Events

Customer service and support for clients

  • Respond to voice messages and email promptly
  • Follow up phone calls in a timely manner
  • Answer questions when necessary

Move Business Forward

  • Create goals and ways to meet them
  • Devise new lead generation tactics
  • Take stock in the business
  • Take initiative with new ideas, responsibilities, etc.

If the following describes you, then please apply:

  • Detail oriented with excellent organization of workflow and follow through
  • Calm and collected: when things get crazy busy, you're able to stay cool and under control
  • Uber organized with amazing time management and minimal mistakes
  • Must have a reliable vehicle
  • You like to work hard, take pride in your work and serving clients
  • Your work is done ahead of schedule
  • You like a mix of and take pride and responsibility for clients and office tasks
  • Dedicated, loyal to seeing tasks completed timely and accurately with the ability to be flexible
  • Desire to be part of something amazing

Would Love to See:

  • Commitment of at least 2 years

Job Type: Full-time

Pay: $45,000.00 - $60,000.00 per year


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  • Job Reference: 248536903-2
  • Date Posted: 19 March 2021
  • Recruiter: Keller Williams Integrity Real Estate
  • Location: Aurora, Colorado
  • Salary: On Application
  • Sector: Real Estate & Property
  • Job Type: Permanent