Administrative Assistant
The Mike McCann Team with Keller Williams
Philadelphia, PA US
Posted ago
The Mike McCann Team with Keller Williams

An Administrative Assistant/Conveyancer is a real estate professional who manages all the paperwork and deadlines involved in a real estate transaction. They’re trained in every step of the selling process and tasked with monitoring progress from the time the seller accepts an offer through the steps involved in the close of escrow. 

The primary role of the Assistant Transaction Manager is to work alongside the Transaction Manager to ensure a smooth transaction of all client deals from contract to closing. Working closely with all parties in each transaction, they assist in providing useful and detailed information and action plans, process contractual documents and disclosures, watch deadlines, order and coordinate inspections.

We are looking for a sharp, self-motivated, organized and detail-oriented person to join our team. We offer a great working atmosphere, competitive wages with room to grow and bonuses, and benefits package.

Responsibilities

Junior Responsibilities - PHILADELPHIA SELLER SIDE PROPERTIES 

  • Receive New Order Alert from Closings Via DotLoop 
  • Enter New Order and details into Conveyancing spreadsheet 
  • Review AOS for variances (i.e. Trust, Estate, LLC, etc.) 
  • Intro to client through shared conveyancing email address 
  • If client is an entity request operating agreement, certificate of formation, and EIN number --- CHECK FOR REPEAT CLIENTS BEFORE REQUESTING DOCS - If client is an estate request letters of testamentary and death certificate - If client is a trust request trust agreement 
  • If client is reselling their condo or PUD request Credit Card Authorization and HOA contact information -- CHECK FOR REPEAT BUILDINGS BEFORE REQUESTING CONTACT INFO 
  • Obtain seller's authorization through dotloop 
  • Obtain all contact information if Closing Administrators do not already have it -- title, lender, and any attorneys -- add to DotLoop as contacts 
  • Send title company introduction email through shared conveyancing email address - Request resale package from HOA if the property is a Condo or PUD -- send to Co-Op and our agent through shared conveyancing email address + CC Closings & request signed receipt of documents from Co-Op 
  • Post BRT Balance and OPA History to dotloop 
  • Post L&I History to dotloop -- if there is an open violation alert Deb 
  • Obtain Water Certification & post to dotloop 
  • Obtain PGW Certification & post to dotloop 
  • Prepare/Post Preliminary Fee Sheet -- Deb will update/finalize and provide to applicable parties 
  • Order Mortgage Payoff 20 days prior to closing 
  • Order L&I Certificate 16 days prior to closing 
  • Follow up on title commitment if not received within 12 days of going under contract 

**Upon receipt of the title commitment the correspondence and transaction is handed off to Deb however you are still responsible for tracking and making sure the Water and Gas Certificates, the L&I, and the Mortgage payoff come in no later than 7 days prior to closing.**

Junior Responsibilities - PHILADELPHIA BUYER SIDE PROPERTIES 

  • Receive New Order Alert from Closings Via DotLoop 
  • Enter New Order and details into Conveyancing spreadsheet 
  • Review AOS for variances (i.e. Trust, LLC, etc.) 
  • Intro to client through shared conveyancing email address 
  • If client is an entity request operating agreement, certificate of formation, and EIN number --- CHECK FOR REPEAT CLIENTS BEFORE REQUESTING DOCS - If client is a trust request trust agreement 
  • Obtain purchasers authorization through dotloop 
  • Obtain all contact information if Closing Administrators do not already have it -- title, lender, and any attorneys -- add to DotLoop as contacts 
  • If the property is in an HOA (Condo or PUD) request resale package from Co-Op & CC the agent + Deb 
  • If title is not through our in-house company verify if the title order was placed & send an email to the title company providing contact information for the support staff 
  • 15 days prior to closing email Co-Op for L&I 
  • Follow up on title commitment if not received within 12 days of going under contract 

**Upon receipt of the title commitment the correspondence and transaction is handed off to Deb**

Qualifications

  • Outstanding organization
  • Strong attention to detail
  • Tech-savvy; up-to-date with latest office gadgets and applications and able to navigate new systems quickly
  • Able to multitask and prioritize daily workload - can work on multiple projects at once
  • Able to work independently to support a team and appropriately manage time
  • Excellent verbal and written communications skills
  • Strong problem-solving abilities
  • Discretion and confidentiality
  • Customer service focus
  • College degree and social media experience preferred
  • Comfortable handling strong personalities
  • Must be thorough and LOVE to-do lists

Compensation:

  • $40,000 - $45,000
  • Bonus potential
  • Health Insurance
  • 401K
  • PTO

Compensation
$40,000 - $45,000
About The Mike McCann Team with Keller Williams

Few people love Philadelphia more than Mike McCann, and his enthusiasm for the city and its people is contagious! A native of Philadelphia and graduate of the Temple Real Estate Institute, Mike McCann is well acquainted with the neighborhoods, geography, and culture of the city and its surroundings. Mike is “The Real Estate Man” because of his extensive knowledge of and reputation with the city and its real estate.

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