Listing / Transaction Manager / Real Estate
Monica Carr Real Estate Group
Newport Beach, CA
Posted ago
Monica Carr Real Estate Group

We are looking for a Listing and Transaction Manager to take a leading role in managing our transactions from Listing Appointment to Close of Escrow. Our ideal candidate will be expected to “own” this job and “take the reins.” Your responsibilities will play an important role in clearing away distractions so that our team can focus on generating new business and closing sales. This is a diverse, hands on role and you will be expected to be a dedicated team player. We are looking for a difference maker who wants to play an integral role in supporting the business.

We are looking for a career Listing and Transaction Manager with prior experience in a similar role. Applicants looking for a position as a stepping stone into sales shall seek another opportunity.


Listing Management:

• Oversee all aspects of Seller transactions from initial contact to executed purchase agreement.

• Prepare all pre-listing materials: Listing presentation folder consisting of Listing Agreement, Realist property profile, floor plans, tax info, tract history, comparative market analysis, research prior MLS info, etc. 

• Obtain all signatures on listing agreement and other documentation.

• Submit all required documentation to office broker for file compliance.

• Input all necessary information into client database and transaction management systems.

• Consult and coordinate with Sellers regarding signage, lockbox placement, access requirements, and pre-marketing activities such as staging consult, repairs and renovations (coordinate/negotiate paint, carpet, landscaping, etc. if needed), cleaning (carpet, windows, home), and property photography. 

• Prepare Seller disclosures and meet with them in person to complete and sign.

• Delegate and oversee tasks to Team Assistant/Runner, such as (but not limited to) lockbox placement, key copies, for sale sign, flyer holders, bootie baskets, open house presentation including set up/clean up and tablet stands, sold signs, and retrieval of all inventory upon close.

• Input all listing information and photos into MLS and marketing websites, and update as needed.

• Coordinate showings, open houses, broker open houses and obtain feedback.

• Provide proactive weekly feedback to sellers regarding all showings and marketing activities.

Transaction Coordination:

• Oversee all aspects of Seller and Buyer transactions from executed Purchase Agreement to Close of Escrow. 

• Coordinate title/escrow, mortgage loan and appraisal processes.

• Meet clients to review, sign, and complete disclosures.

• Coordinate inspections and meet inspectors/vendors as necessary.

• Prepare appraisal folder.

• Assist in negotiations regarding repairs, and coordinate completion of repairs, and final walkthrough.

• Regularly update and maintain communication with clients, agents, escrow, lender, etc.

• Submit all necessary documentation to office broker for file compliance.

• Coordinate moving/possession schedules, and arrange for delivery of keys and pickup of signs, lockboxes, etc. 

• Coordinate/deliver closing gifts.

• Email and follow up for Zillow Reviews.

• Input and/or update all client information into client database system.

• Schedule 30 Day, 90 Day and 120 Day client customer service follow up calls to assist with any home improvement provider recommendations and to ask for referrals. 


• Coordinate and assist with all Team events. (i.e., IceCream Truck, Movie Night in the Park, Client Appreciation Events, Garage Sale, Holiday in the Park, etc.)

• Track and manage projects and tasks for the team.

• Book and confirm reservations, flights, hotels for team events, and business/personal travel.

• Serve as liaison with marketing department to finalize and approve orders.

• Manage and delegate tasks to Team Assistant/Runner.

• Manage Monica’s email, deleting, prioritizing and responding as applicable; forwarding leads to team members, notifying Monica of urgent requests, and fielding and scheduling appointments. 

• Answering and responding to Monica’s forwarded calls during appointments or days off.

* General administrative support for the team as needed.


  • This is not an entry level position. You have at least 2+ years of experience preferably managing a Real Estate office and/or you have provided executive level administrative support to a Realtor. Ideally, you are well versed in the real estate transaction process having experience managing real estate contracts from Contract to Close. You are highly motivated, smart, ambitious and are a good fit for their culture. A CA real estate license is required. If you are not currently licensed, you will need to get licensed. 
  • You have exceptional organizational and project management skills. You are able to balance multiple projects, priorities and tasks efficiently all while staying focused and keeping a smile on your face. You operate with a high level of professionalism and present yourself as such. You are articulate with superior communications skills, in both written and verbal form. You are highly energetic with a great sense of humor. 
  • You take a proactive approach to figuring things out on your own and you like challenges. You are a self starter and take great pride in in your work. You know how to hold all team members accountable for production and results and therefore you hold yourself to the highest level of accountability. You are able to work under limited supervision, taking the initiative when necessary. You will take on your job duties with a sense of ownership, confidentiality, commitment, honesty, loyalty, and integrity.

Key Software Proficiency:


• Docusign

• Winforms

• Microsoft Office (Word, Excel, Powerpoint), GSuites & Google Docs 

• Able to quickly learn and master industry specific software and apps such as FollowUp

Boss (CRM), Solve 360 (Project Management Software), Spacio (Open House App), Bomb Bomb (Video App), CTE (Tracking and Measuring Software), etc.

$63,000 - $82,000 (Includes base plus bonus potential)
About Monica Carr Real Estate Group

Monica Carr is a successful agent with Coldwell Banker and team leader of the Monica Carr Real Estate Group. Our team prides itself on upholding our core values of Excellence, Integrity, Commitment, Collaboration, Transparency, Innovation and Vision and we are looking for someone who shares those values. Our office is located within walking distance from Fashion Island in Newport Beach.

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