Transaction Coordinator

Position: Virtual Transaction Coordinator

Overview:As a Virtual Transaction Coordinator, you will oversee real estate transactions from contract signing to closing, playing an essential role in managing title commitments, ordering payoffs, and resolving any title issues to ensure a smooth closing process. This fully remote role requires strong title expertise, daily interaction via Zoom with video presence, and time-tracking through Time Doctor. Your role is crucial to maintaining our commitment to accuracy, compliance, and client satisfaction in a fast-paced virtual setting.
Key Responsibilities:
Transaction Oversight: Coordinate all aspects of the transaction process, including documentation, title review, and timelines, to move each contract efficiently from initiation to closing.
Title Commitment Review: Carefully review title commitments, identifying any liens, encumbrances, or exceptions that may impact closing. Work proactively with title agencies and stakeholders to resolve any issues.
Payoff Ordering: Order and verify payoffs for existing liens, mortgages, or encumbrances on the property to ensure all financial obligations are settled before closing.
Title Issue Resolution: Proactively address and resolve title-related issues to prevent delays in closing. This includes working directly with title agencies, lenders, attorneys, and other involved parties to clear liens, judgments, or discrepancies.
Documentation Management: Prepare, review, and manage all transaction-related documents, including contracts, disclosures, and closing statements, ensuring they meet legal and company standards. Maintain organized records in our CRM (Podio).
Client Communication: Serve as the primary point of contact for buyers, sellers, and title representatives, providing consistent updates and managing expectations throughout the closing process.
Compliance and Accuracy: Ensure all transactions comply with regulatory requirements and internal policies. Maintain meticulous attention to detail to safeguard accuracy in documentation and communication.
Virtual Presence and Accountability: Maintain an active video presence on Zoom throughout the workday for seamless communication with the team and clients, and track working hours accurately with Time Doctor.
Day-to-Day Activities:
Title and Document Review: Conduct in-depth reviews of title commitments, identifying any potential issues and preparing solutions to clear titles for closing.
Coordinate with Title Agencies: Communicate regularly with title agencies to monitor the transaction’s progress, manage payoffs, and ensure timely resolution of any title issues.
Client Interaction: Provide regular updates to clients via Zoom, email, or phone, offering support and maintaining professionalism to enhance client satisfaction.
Transaction Documentation: Prepare and confirm the accuracy of all transaction documents, including contracts and closing statements, and upload to Podio for record-keeping.
Problem-Solving: Proactively identify and resolve challenges that may arise, whether title-related or transaction-related, and escalate issues to the manager as needed.
Process Improvement: Suggest and implement virtual-friendly improvements to optimize workflow and enhance transaction efficiency.
Key Performance Indicators (KPIs):
Transaction Volume: Successfully close a minimum of 10 properties per month.
Title Issue Resolution Rate: Maintain a high rate of title issue resolution, with 100% of title issues resolved before scheduled closings.
Accuracy Rate: Ensure a 98?curacy rate in all documents and CRM entries.
Client Satisfaction: Achieve high client satisfaction scores through proactive communication and effective handling of inquiries and issues.
Compliance Adherence: Ensure 100% compliance with local, state, and federal guidelines, as well as company standards, for all transactions.
Skills and Experience Required:
Experience in Title Review and Transaction Coordination: 1-2 years of hands-on experience in transaction coordination with a strong understanding of title review, title commitment interpretation, and issue resolution.
Analytical and Problem-Solving Skills: Ability to analyze title documents, interpret title commitments, resolve complex title issues, and implement solutions.
Communication Skills: Excellent written and verbal communication skills, capable of maintaining professionalism and clarity in all virtual interactions.
Technical Proficiency: Advanced skills in Microsoft Office, CRM systems (experience with Podio is a plus), and virtual meeting platforms like Zoom.
Organization and Time Management: Exceptional ability to manage multiple transactions, deadlines, and title issues, with time-tracking through Time Doctor.
Adaptability and Flexibility: Comfortable working in a virtual environment, adapting quickly to changing priorities, and handling the demands of a remote role.
Expectations:
Video Presence and Engagement: Maintain an active presence on Zoom with the camera on throughout the workday to facilitate efficient virtual collaboration and communication.
Professionalism and Confidentiality: Adhere to company standards in all virtual interactions, communications, and documentation, maintaining confidentiality with sensitive client information.
Proactivity and Accountability: Take ownership of tasks and proactively report any challenges or roadblocks to the manager.
Core Value Alignment: Embody the company’s core values, which include Always Growing, Pay Full Out, No Excuses, and Relationship Driven.
Working Conditions:
Fully Remote, Fast-Paced Environment: This position is 100% remote, requiring reliable internet, video accessibility, and accurate time-tracking through Time Doctor.
Strict Hours: Be available to work from 9AM-6PM EST to meet transaction deadlines and client needs.
High Standards of Productivity and Accuracy: Maintain high productivity and accuracy standards, ensuring all transactions meet compliance and closing timelines.
This role is perfect for a detail-oriented, driven Transaction Coordinator who is comfortable with title review and resolving title issues, thrives in a virtual work environment, and is committed to upholding company standards of excellence. Join us to make a direct impact on our team’s success by facilitating seamless, compliant, and client-focused transactions.