Real Estate Executive Assistant
The Nicole Klein Team
Ardmore, PA US
Posted ago
The Nicole Klein Team

The Nicole Klein Team, a relationship-oriented real estate team based in Ardmore, PA., is looking for a world-class Part-time Executive Assistant. This part-time position calls for a highly organized individual who echoes our commitment to impeccable client experience and agent service. The Transaction Coordinator role is designed to ensure our clients’ purchases and sales are executed smoothly, while also allowing our agents to focus on the sales and consultation portions of our business.

We are seeking focused self-starters and problem-solvers, with a commitment to growth, to complement our talented team. Advanced self-awareness, interpersonal skills, and technological savvy are required to join our ranks. Dedication to leadership growth, through self and task mastery, is highly valued and rewarded.


  • Responsible for the processing of all buyer & seller transactions from contract through closing
  • Communicates with customers, clients, other agents, and service providers throughout the closing process
  • Responsible for keeping the entire team updated on the progress of all contracts and advises team members when they need to become involved in negotiations or problem resolution
  • Maintains all vendor and service provider files
  • Responsible for effective communication with clients to ensure that fiduciary service is delivered from contract to close
  • Assures that all post-closing disbursements, filing, and procedures take place
  • Responsible for keeping all tasks up-to-date in our CRM( Realvolve)


  • Set Up Contract to Closing File in CRM
  • Submit all transaction within 24 hours for compliance in Command(KW System)
  • Fill Out Commisions Tab In Command for Approval from Admin
  • Establish Communication With All Parties in the transaction
  • Advise Parties on Timetable to Closing
  • Advise all parties on any Repairs need in a transaction and collect proper documentation
  • Assist with Appraisal timeline
  • Coordinate the Closing Process
  • Schedule the Closing
  • Confirm the ALTA received by the team and agent
  • Review the Closing Paperwork & confirm all figures are correct
  • Insure for All Filings/ documentation and notify all parties in a timely manner
  • Keep updated Client info in the database
  • Obtain Testimonials & Referrals from current clients and past clients
  • Arrange for Closing Gifts and customer touch gifts throughout the transaction
  • Maintain Contract Files
  • Assist team with planning and executing client events


Primary Objectives – These must be done first and at all costs.

  • ONE Thing – Communication: Ensure that clients, cooperative agents, title, lender, and other partners are apprised of all contractual developments within 4 business hours (goal). The most critical component of this is communication with buyers, sellers, lenders, and title upon ratification of a new contract
  • Documentation: Document all case updates in the CRM and transaction processing system
  • Client satisfaction: Obtain written reviews and testimonials for the team, on Yelp!, Facebook, Zillow, or Google for more than 66% of the closed transactions. Maintain a 5-star review on at least 90% of all reviews

Regular Work Activities – These must be done on an ongoing basis, after the Primary Objectives are complete

  • Contracts: Ensure that all contracts are complete and compliant with Keller Williams and KW Market Center standards. Have contacts processed and Disbursement Authorizations finalized prior to the settlement of each contract
  • Record Keeping: Maintain all files, including sales contracts, addenda, inspections, invoices, reimbursable expenses, and settlement statements; update client records in CRM database
  • Documentation: Provide current information for all manuals and systems used to train staff and agents on contract to close processes
  • Events: Attend regular team, and occasional brokerage, meetings; Keller Williams Family Reunion, Regional events, and other events as requested by leadership. Participate in staff retreats and engagement events
  • Education: Attend ongoing education events twice per year. Become licensed in all jurisdictions that The Nicole Klein Team services, and maintain continuing education requirements
  • Culture: Know and be able to recite the mission and vision, live those words through actions, and use the models and system to do so
  • Accountability: Meet weekly with the executive assistant
  • Donations: Cooperate with agents and The Executive Assistant to ensure that client charity donations are made
  • Harmony: Build and maintain a time-blocking habit to manage work and personal time, resulting in great work-life harmony
  • Lead Generate: Maintain contact with friends, family, and acquaintances to support the sales business

People Contacts and Interactions – Primary contacts in this job, purpose, frequency

Clients: Nicole Klein Team customer; buyer or seller of a property - Daily
Executive Assistant: Direct supervisor, main champion for success - Regular, if not daily interaction
Agents: Stakeholders, users of systems, source of knowledge for client/case background - Weekly, sometimes daily
Location Leaders: Stakeholders, users of systems, leaders of Agents - Weekly
KW (International, Regional & Market Center) Leadership: Contract compliance partners, connection to KW networks - Daily
Allied Resources: Affiliated business partners in each transaction – lenders, title, cooperative brokers and agents - Daily

Management Responsibilities – Which roles will be directly managed by this person
Future Transaction Assistants

Candidate Description

Key Skills – What behavioral traits, attitudes, and skills are required?

  • Highly organized and task-oriented
  • Systematic and structured in addressing challenges or workflow
  • Impeccable attention to detail
  • Excellent ability to communicate in a pleasant, businesslike manner
  • Excellent customer service
  • Responsible, dependable, trustworthy, and consistent
  • Creative problem solver who remains calm under pressure
  • Superb technology skills
  • Compatibility with highly driven personalities
  • Excellent organizational and time-management abilities, thus able to meet numerous, competing deadlines
  • Self-motivated and able to self-manage
  • Coachable, open to accountability, and driven to excellence


Education Experience

  • Proven track record of successfully managing multiple competing demands
  • Extensive experience in contract or sales order processing
  • Experience in using systemized operational processes
  • Fluency in technology systems
  • History of success in small business and/or start-up environment
  • Familiarity with Keller Williams culture, knowledge, models, and systems

$17 - $19
About The Nicole Klein Team

Vision: All team member to have a BIG life, to have the lives they want to have, and to be able to provide a legacy for their families

Mission: To be the real estate team of choice to inspire change that removes the stress from a real estate transaction and exemplifies the highest level of customer service in the industry.

Values: Savvy, Discreet, Generosity, Alliance, & Integrity

Our team currently serves in Delaware, Chester, and Montgomery Counties. 

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