Real Estate Transaction & Listing Coordinator

We are seeking a highly organized and detail-oriented real estate Transaction & Listing Coordinator to support our high-performing real estate team. In this role, you will be responsible for ensuring seamless coordination of transactions, listings, and related administrative tasks. You will play a critical role in maintaining the efficiency of our operations, enabling our team to focus on delivering exceptional service to clients.

Key Responsibilities

Transaction Coordination
- Track all new transactions from initiation to closing.
- Maintain accurate documentation of transactions in our transaction sheet.
- Gather, review, and upload transaction paperwork to Skyslope, ensuring compliance.
- Communicate with agents to address missing paperwork or correct errors promptly.
- Ensure all information is updated and accurate across Notion, Follow Up Boss, and Skyslope.
- Confirm transaction closings with agents and ensure timely processing.
- Verify all transactions are paid out and collaborate with the brokerage for any discrepancies or missing payouts.

Listing Coordination
- Collaborate with agents to manage upcoming listings.
- Execute listing preparation tasks, including:
- Preparing and sending listing agreements to clients.
- Coordinating with the listing sign company to ensure timely sign placement.
- Reviewing listing photos for quality and accuracy.
- Writing engaging listing descriptions.
- Inputting listing details on the MLS and ensuring all information is correct in the transaction tracking sheet.
- Preparing and distributing "Coming Soon" email blasts.
- Post listings to the MLS and confirm lockbox details with agents.
- Track and manage lockbox inventory.
- Upload all listing paperwork to Skyslope.
- Prepare and send property feature sheets to listing agents.
- Launch listing advertisements.

Weekly Seller Reporting
- Generate and send weekly seller reports for all active listings

Open House Coordination
- Confirm open house schedules and details with agents.
- Input open house information into the MLS.
- Coordinate the placement of open house toppers.
- Manage and update inventory of signs and toppers.

Team Meeting Support
- Update and prepare slides for weekly team meetings

Qualifications
- Experience in real estate transaction coordination or administrative support is preferred.
- Proficiency in real estate software systems (e.g., Skyslope, MLS, Follow Up Boss, Notion, Sisu).
- Exceptional attention to detail and ability to manage multiple tasks simultaneously.
- Strong written and verbal communication skills to coordinate with agents and vendors effectively.
- Tech-savvy with proficiency in tools like Slack, Google Workspace (Docs, Sheets, Slides), and Canva.
- Self-motivated with the ability to work independently and meet deadlines.

Qualities We Look For
- To succeed in this role, the ideal candidate will possess the following qualities:
- Attention to detail: The ability to manage contracts and ensure accuracy is critical.
- Problem-solving skills: A resourceful approach to identifying and resolving issues efficiently.
- Proactiveness: Anticipating needs and taking initiative without requiring constant direction.
- Resourcefulness: Ability to use available tools and information to complete tasks effectively.
- Following instructions: Capability to adhere to established processes and guidelines.

What We Offer
- Opportunity to work with a dynamic and successful real estate team.
- Ongoing training and support to enhance your skills.
- Flexible, remote work environment.

If you’re a proactive, resourceful, and meticulous professional ready to contribute to a fast-paced real estate environment, we’d love to hear from you!