Real Estate Transaction Coordinator
Keller Williams Realty Elite Partners II
Inverness, FL US
Posted ago
Keller Williams Realty Elite Partners II

Who do you know currently excelling in their current job, hitting a ceiling of achievement, and not being provided the tools and support to reach their potential growth? Our business is growing and looking to hire talented individuals who are interested in personal and professional growth and using their strengths to achieve more. Our real estate team is seeking a transaction coordinator who can effectively assist our valued home buyers and sellers from contract to close.

Position: Real Estate Transaction Coordinator for Real Estate Team

We are looking for an individual who will own this job and has a strong understanding and background of the real estate transaction process and contract for a real estate purchase agreement. This person is outgoing, draws energy from working with people, and is optimistic. They have a strong sense of urgency, but not at the expense of quality. The Transaction Coordinator must be adaptable to change and be solutions-oriented. He/She will be a strong multi-tasker and manage the entire contract-to-close process efficiently and effectively to ensure all transactions close on time, with little or no hassle to clients and third parties all while providing exceptional customer service. The Transaction Coordinator will build, implement, and manage multiple real estate systems with minimal supervision and continue to streamline the process. The candidate will demonstrate strong organizational and communication skills, both written and verbal. They will present strong computer skills in programs like Microsoft Office 365 programs, OneDrive, SharePoint, and DotLoop. The individual will be committed to our mission and vision and provide quality work and attention to detail. In addition, he/she demonstrates, on a daily basis, the knowledge, attitudes, skills, and habits of a high achiever who is committed to putting clients first, doing the right thing, and seeking win-win agreements. Send us your resume today to become part of the team! 


  • Provide exceptional & remarkable customer service throughout the entire closing process
  • Understand the contracts and summarize all important terms, conditions, and contingency dates and create timelines and follow up with individuals as needed to ensure all deadlines are met and contingencies are released
  • Maintain accurate and compliant files for all transactions
  • Create a house file (in Dotloop, OneDrive, Command and the hardcopy folder) for all transactions
  • Communicate with the lead agent throughout the transaction including all important dates, missing documents, calendar reminders, file compliance status, etc.
  • Communicate consistently with the client to send them reminders, check-in, and let them know what to expect in each step of the closing process
  • Establish relationships with all third parties including lenders, inspectors, appraisers, and all agents, to ensure a smooth closing process and share relevant information
  • Coordinate all inspections, quotes, and repairs
  • Assure offers and counteroffers are approved and accurate
  • Draft any addendums needed along the way and keep a record of them on file and ensure they are shared with relevant parties
  • Be the first point of contact/resource for all questions that arise throughout the closing process from agent (and client, attorneys, lenders, appraisers, other transaction coordinators/Realtors, etc.)
  • Notify client about utility accounts to set up or cancelled
  • Coordinate closing date, time, and location and notify all parties
  • Schedule final walk-through(s)
  • Coordinate delivery of keys/garage door openers
  • Verify utility payoffs and other prorations are correct on the final Closing Statement
  • Verify commissions and fees are correct for our transactions prior to closing
  • Create Disbursement Authorization Sheets (a.k.a DA Sheets)
  • Put together the closing file for the agent including any documents needing signatures/initials/dates, commission amount for the check to bring back, and any other documents needed from closing
  • Create a thank you card for closing
  • Create 1-year home anniversary card and file for next year mailers
  • Make a copy of the final signed Closing Statement (ALTA) and file to be mailed out after Jan. 1st
  • Closeout the file after the closing including changing the MLS status to closed for our listings, double-checking file (Command, DotLoop, OneDrive), and make an electronic copy of the Closing Statement
  • Set a 7-day follow up reminder for the agent to follow up with clients after the sale to check-in and request a testimonial
  • Achieve our team objectives and regularly compile a progress report to present to the team on our contract-to-close ratios
  • Track, create and maintain an operation manual for the transaction management process that documents all systems and standards
  • Assist the real estate team in facilitating local events to foster a connection to people in the neighborhood
  • Continue to build skills and knowledge in the real estate industry by attending educational events

  • Real estate license preferred
  • Previous experience in transaction management, transaction coordination, real estate, titles, or mortgages highly valued
  • Motivated to serve people and provide excellent customer service
  • Applicants must possess exceptional organizational and verbal and written skills

  • Strong knowledge of the Florida Real Estate Purchase Agreement Contract
  • Strong organizational skills
  • People-Oriented and builds excellent rapport
  • Possess strong computer skills in programs like Microsoft Office 365 programs (Word, Excel), OneDrive, SharePoint, Customer Database Systems (CRM's)
  • Understand how to utilize a database for processing client information to create necessary documents
  • Learning-based
  • Weekend and evening availability (only as needed)

$15 - $18 hourly
About Keller Williams Realty Elite Partners II

The Opportunity

Join a team that has a reputation as a leader in the real estate industry and in our county, committed to personal and professional growth, driven to provide extraordinary results, offering ownership, growth and success to our members in all facets and passionate about giving back and making a positive impact here in our community – together as a team. 

The Katie Spires Team |

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