Real Estate Transaction Coordinator
Legacy Home Buyers
Dallas, TX US
Posted ago
Legacy Home Buyers

Legacy Home Buyers seeks a dynamic, highly self-reliant, goal-oriented, full-time administrative professional that’s interested in a long-term career in real estate. We want someone that can help take our team to the next level! This individual will manage all of the files for each property our company is in the process of acquiring and disposing of, and will be the main liaison between the clients and our company. Will oversee all upcoming closings for the acquisitions and dispositions departments and will assist with other office and administrative duties for the Operations Department as needed. Also responsible for collaborating between all other departments to ensure a smooth transition of files from one department to the next. Must have the skills to work under pressure and time deadlines, be highly organized, efficient and detail oriented. Ability to multitask efficiently and delegate effectively. Needs to possess excellent communication and people skills. Must be self-motivated and driven to succeed on an individual and team level.

Team player, positive attitude, and enthusiasm are a must. This individual must have excellent computer and database management skills and be very knowledgeable with the internet and social media sites. Must have the ability to be somewhat flexible with hours and have excitement for growth and future opportunities. Real estate administrative experience is mandatory. Bachelor’s degree and a Real Estate Salesperson or Broker license preferred, but not required if you have the requisite experience.


Oversight or Execution of the following:

  • Act as liaison between Acquisition and Dispositions Agents, real estate agents, clients, attorneys, escrow companies, and mortgage brokers during the closing process of a real estate sale to ensure that fiduciary service is delivered from contract-to-close
  • Be the first point of contact/resource for the Legacy team and clients regarding all questions that arise throughout the closing process (and attorneys, lenders, appraisers, escrow office representatives, other transaction coordinators/realtors, etc.)
  • Introductory call and email to the client with copies of all listing paperwork and everyone’s contact information
  • Create a property file for all transactions, maintain detailed notes, records, and compliant files for all transactions
  • Order a preliminary title commitment and required form from the escrow agent
  • Coordinate with Acquisition and Dispositions Agents and their clients to ensure all required paperwork and tasks are completed for the property to be listed
  • Preparation of all compliance documents, comparative market analysis, pro forma as needed
  • Upload all inventory info to required data management programs
  • Communicate regularly with clients to include progress reports, send them reminders on tasks they need to complete, and let them know what to expect in each step of the closing process
  • Establish relationships and share relevant information with all third parties, including but not limited to photographers, stagers, inspectors, appraisers, attorneys, escrow office representatives, and other agents to ensure a smooth closing process
  • Monitor, review, and complete all time-sensitive tasks and deadlines through our cloud-based transaction management system
  • Coordinate and confirm that escrow and option deposits were delivered on time to the escrow agent
  • Order confirm and inform all parties of all scheduled inspections upon execution of a contract
  • Assist in preparation of all contract addenda and amendments once our Acquisitions/Dispositions/Realtor has finalized negotiations, draft any addenda needed along the way, and keep a record of them on file and ensure they are shared with relevant parties
  • Effectively manage the administrative tasks involved in closing a real estate sale
  • Acquire existing survey and title policy (if they exist and are still valid); make sure new survey is ordered by the escrow agent if needed
  • Upload all contract documents into our compliance system, and facilitate any corrections and/or missing signatures as needed
  • Communicate with applicable Legacy team members on a daily or weekly basis throughout the transaction regarding all important dates, missing documents, calendar reminders, file compliance status, etc.
  • Obtain a copy of the title commitment, confirm receipt by the client
  • Confirm with lenders that buyer has completed required loan items
  • Coordinate the appraisal, as needed
  • Confirm receipt of HOA/condo documentation approval by the escrow agent and lender
  • Monitor underwriting process through receipt of loan commitment and appraisal, followed by the clear to close
  • Prepare all necessary documentation to have a Net Proceeds / Commission Disbursement Authorization form generated for each sale
  • Coordination of closing date, time, and location with all involved parties – if mail away, confirmation of receipt return of closing documents package – and notify all parties
  • Provide escrow agent and lender with all documentation needing signatures/initials/dates, confirm commission amount, and any required invoices to be paid at closing
  • Ensure timely delivery of lender closing documents to the escrow agent
  • Ensure the escrow agent has delivered wiring instructions to the buyer before closing
  • Review all settlement statements/closing disclosures for accuracy, and send them to applicable Legacy team members, and our client for review
  • Follow up with our clients after the sale to check in and request a testimonial and referrals to other potential buyers and sellers of real estate

General business operations include, but are not limited to, oversight or execution of the following:

  • Answering office telephone lines. The expectation is that all phone calls and texts will be answered immediately, or returned within no more than 30 minutes during normal business hours (8 am - 5 pm EST, Monday-Friday)
  • Scheduling of appointments
  • Maintain contact database system and back-office support
  • Place calls and emails to past clients, and to current vendors, and strategic partners, in order to maintain and build relationships, as well as to ask for referrals to other potential buyers and sellers of real estate
  • Supplemental support to team management and other Legacy team members
  • Demonstrate “servant leadership” - never ask another team member to do something that you yourself would not do. Everyone on our team needs to lead from the front
  • Bringing constructive feedback and healthy opportunities back to leadership for conversation


  • Must be comfortable working in-office
  • At least 2+ years of experience as a real estate transaction coordinator/closing coordinator
  • Excellent attention to detail is a must
  • Ability to communicate effectively and efficiently, and coordinate with other department heads and Legacy team members
  • You will be asked to perform other tasks not listed above on an as-needed basis, so flexibility and adaptability to change are a must
  • Must be highly computer and technology literate - especially with both Mac and PC platforms, the Microsoft Office suite of products, various CRM systems, and Google Apps for Business
  • Must have a reliable computer with at least 250 Gb of hard drive space, a fast processor, the ability to create and view Adobe PDFs, and the Microsoft Office suite of products (Word, Excel, PowerPoint, etc.)
  • Must have a reliable smartphone

About Legacy Home Buyers

Legacy Home Buyers is a fast-growing real estate investment company that buys homes from property owners and resells the property to investors or retail buyers. Through our boots-on-the-ground techniques as well as developing strong relationships in the industry, we have become one of the top sources for investment properties in the DFW area. We are looking for capable people to help us in our growth who can learn fast and work hard.

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