Real Estate Transaction Coordinator
The Collective at Keller Williams
Boca Raton, FL US
Posted ago
The Collective at Keller Williams

At The Collective our culture means everything to us; it holds us accountable, it enables us to be the best we can be at all times, and it ultimately shapes the experience we provide clients. We believe that with a positive mindset anything can be accomplished; that if every person on our team knows their role and enjoys executing their role there will be no limit on our success. That’s why a positive mind frame is a MUST to be a part of our team. Our Transaction Coordinator position is a key player on our administration team as they play a leading role in client care experience.

We are always striving to provide a 5-star experience, turning clients into not only repeat customers but RAVING FANS; we want the community to not only know us as their local market expert but as the community's pillar of excellence. We want to give back to the communities who have so generously helped us reach our goals and to do that we must provide exceptional customer service. At The Collective we are looking for teammates who can understand the bigger picture, that we are more than just a real estate team. We are looking for innovators willing to grow with us, willing to help us push past our comfort zone.

This role with the team requires taking pride and ownership in your work while also honing in on how we can continuously make our customer experience better as we are constantly playing a supporting role in clients’ experiences. We are looking for a teammate who is willing to pitch in when we need to pivot or adjust all while continuing to hold us accountable to our existing systems and expectations. The Collective, we are a family, who ultimately wants to get the job done AND also have fun while doing it!


What will you do?
Essential Duties and Responsibilities:

  •  Handle incoming phone calls regarding under contract client files
  • Return all phone calls in a timely manner
  • Maintain all files in a neat and orderly fashion
  • Monitor and follow up on all transaction documents and deadlines with all relevant parties from contract to close
  • Constant communication and client care management with all clients to create RAVING FANS
  • Update and maintain all clients’ records in the database and google drive
  • Help with team tasks as requested/necessary
  • Attend all Collective set team meetings and events

Client Care Responsibilities
Listing and Buyer Clients

  • Update and keep organized the database, client file, and client google drive files
  •  Monitor and follow up on all under contract paperwork
  •  Maintain client care via introductory email and daily phone calls
  •  Request/gather HOA documents
  • Prepare, send, and follow up on all necessary documents for signatures
  • Update production boards; online and in office
  • Directly manage contract to close system; communicating status with all parties

Listing and Buyer Clients - Under Contract 

  • Prepare and send under contract emails/documents
  • Make introductory calls to under contract clients in a timely manner
  • Update production boards; online and in office regularly to ensure accurate forecasting
  • Manage and execute full under contract system
  • Coordinate and negotiate inspection:
  • Confirm if inspection addenda as needed
  • Follow up on addenda execution
  • Follow and maintain execution for all contract deadlines
  • Monitor loan completion:
  • Ensure all documents from title and lender will be ready by the closing date
  • Coordinate closing and walkthrough with all relevant parties
  • Manage and execute the post-closing system with the listing coordinator and marketing team


Team and Communication

  • Open/constant communication with rainmaker and director of operations daily
  • Fluent communication with buyers agent as necessary
  • Prepare and present reports for standard weekly team meetings
  • Communicate with all under contract clients daily via call, text, and/or email
  • Clients must be contacted at least every other day (every 48 hours)

  • Driven by a desire to provide excellent customer service and a great customer experience
  • Candidates should be organized and able to communicate written and verbal information to clients accurately and clearly

  • Positive mindset and a go-getter attitude
  • Willingness to step out of comfort zone
  • Experience with MAC computers preferred; willingness to learn MAC required
  • Knowledge of contracts/forms and pdfs preferred
  • Experience working with excel, excel formulas, and excel creation HIGHLY preferred
  • Strong written and verbal communication skills
  • Good organizational skills
  • Extremely attentive to detail
  • Strong strategic, business-building skills
  • Self motivated and learning based
  • Willing to learn scripts and dialogues
  • Google Office Suite
  • Apple Product User Preferred but not Required
  • Experience with database management preferred

$35,000 - $50,000 yearly
About The Collective at Keller Williams

Our mission here at The Collective is to provide a unique and superior Real Estate experience focused on high customer satisfaction & building lifelong relationships while achieving optimal success on every level. At The Collective we have a saying; “Clients become friends, friends become clients, and we are all family”.

We know there is so much more to selling/buying a home than displaying photos online, putting a sign in the yard, or creating a list of showings. We are always going the extra mile to produce the best results for our clients – providing exceptional customer service, constant communication, and accessibility to our client database. Furthermore, our relationship with each client is a true partnership in which we both have responsibilities to each other and share a common goal.

The Collective goal is always to get a win-win for all parties, guiding our clients to a smooth closing, minimizing their stress, and saving everyone time.

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