Real Estate Transaction Coordinator
Focus Real Estate - Keller Williams
New York, NY US
Posted ago
Focus Real Estate - Keller Williams

Do you get excited about customer service and helping clients have an incredible experience? Is your attention to detail matched by no one? Do you thrive in a fast paced environment? 

The Transaction Success Specialist is a paperwork and customer service guru! You will be the main point of contact for clients from the first appointment to the closing table and onward. You will handle all customer inquiries, calls, and questions, and you will guide them through every step of the transaction. You have a high level of urgency and respond to all incoming client and broker communications on the same day. You are detail oriented and audit all listing files, making sure everything is up to date. 

You keep the CRM regularly updated. You foster customer loyalty/referrals through high-quality interactions at each step. Client care and coordination is your middle name. You keep the lead Agent informed regarding problems or issues that have been handled or need additional support. You own it, you take responsibility for completion of tasks. You've never seen a deadline that you couldn't meet. You thrive in a culture where you are held accountable to results. You have a joyful attitude and you like to have fun! You are excited by the prospect of joining a top producing team, learning new skills, and maximizing your potential!


Key Success Metrics

  • Receive referrals on 20% of all listings
  • Your client satisfaction rating of 8 or higher
  • Achieve Agent satisfaction rating of 8 or higher
  • Minimum 2 weekly phone calls per client and log activity in CRM
  • Receive testimonials on 20% of all listings at the time they go under contract

Regular Work Activities

  • Pre-qualify appointments
  • Create listing paperwork
  • Create and/or work with graphic design VA to create Listing Presentations
  • Prepare CMAs
  • Provide clients with up to date market data
  • Consult and coordinate with Sellers on photos, staging, repairs, cleaning, signage, access requirements, and marketing activities
  • Send out Listing Agreement and Disclosures for signature via Dotloop and manage compliance
  • Communicate with property management to gather all information, due diligence documents, and FAQs for all listings: amenities, fees, assessments, abatements, square footage, shares, etc.
  • Preferred vendor/client coordination when applicable
  • Schedule photography, floor plans, staging and/or virtual staging
  • Build listing in listing system to include photography, description, input verification
  • Assign a showing Agent to each listing and provide them with a fact sheet of all key information on the property
  • Manage Showing System and instructions for each listing, as well as all feedback provided
  • Provide feedback to sellers within 24 hours of receiving, constantly communicate with the seller providing updates on their listing and asking how we can help
  • Handle any changes or updates that need to be made in the listing system: price change, status change, etc.
  • Monitor marketing sites for proper syndication: KWLS, Zillow, Trulia,, Streeteasy, OLR, etc
  • Order marketing material for the Agents: Just listed postcard, brochure, Open House flyer, any specific marketing requests for video, virtual tour, social media, etc.
  • Schedule and coordinate all Open Houses and private showings
  • Respond to all broker inquiries and questions regarding a listing
  • Update Team spreadsheets and reports regularly so most up-to-date information is provided
  • Add contacts to the CRM and assign touch plans
  • Update the team on the open house activity
  • Communicate with Landlords/tenants/buyers and walk them through every portion of the transaction from contract to close
  • Prepare and send dealsheets, invoices, and any due diligence documents to attorneys
  • Assist in completing sale or rental applications
  • Coordinate walkthroughs, appraisals, inspections, and closings with showing Agents
  • Arrange closing gift
  • Assist with occupancy or relocation if needed/provide post closing service and information
  • Complete greensheets
  • Meeting commitments and goals set on 4-1-1
  • Serve the Agents, co-brokers, and the clients with a high degree of care and customer service
  • Ask clients for referrals, testimonials, and reviews at key points throughout the transaction
  • Bachelor's degree
  • Ability to effectively communicate both written and orally
  • Display excellent customer service skills
  • Self-motivated and able to work well independently
  • Able to set priorities, plan and organize tasks and complete tasks on time
  • Demonstrate problem assessment and problem-solving skills
  • Strong organizational and follow-through, ownership and accountability
  • Able and willing to learn new processes and procedures
  • Extreme attention to detail and accuracy
  • Desire to exceed customers’ and Agents’ expectations
  • Maintain a goal-oriented focus
  • Demonstrate initiative, reliability and teamwork skills
  • Be coachable
  • Computer savvy
  • A real estate license or the ability to obtain one
$60,000+ ($40,000 Base + Bonus)
About Focus Real Estate - Keller Williams

At Keller Williams You Can:

  • Make a six-figure income
  • Work in an energetic, team atmosphere
  • Find the best free training and support (no previous experience necessary)


1155 Avenue of the Americas - 6th Floor

New York, New York 10036

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