Real Estate Transaction Coordinator
The Nicole Klein Team
Philadelphia, 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 Part-time Transaction Coordinator. This part-time position calls for a highly organized individual who replicates 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 portions of our business.

We are seeking a focused detailed oriented and problem-solver, with a commitment to growth, to complement our talented team. Advanced self-awareness, interpersonal skills, and technological savvy are required to join our team. Dedication to leadership growth, through self and task mastery, is highly valued and rewarded. This position could lead to a full team position with our team.


  • Responsible for the processing of all buyer & seller transactions from contract to closing
  • Communicates with customers, clients, other agents, and service providers throughout the contract to close
  • 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 files for contract to close in Realvolve(CRM)
  • Submit all transactions within 24 hours for compliance in Command(KW System)
  • Fill Out Commissions Tab In Command for Approval from Admin
  • Communicate With All Parties in the transaction
  • Advise Parties on Timeline for closing
  • Advise all parties on any Repairs need in a transaction and collect proper documentation
  • Assist with Appraisal timeline
  • Coordinate the Closing Process and Schedule the Closing
  • Confirm the settlement documents are received by the team and agent
  • 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

  • Communication: Ensure that clients, cooperative agents, title, lender, and all other parties are apprised of all contractual developments within 4 business hours (goal)
  • Documentation: Document all case updates in the CRM and transaction processing system
  • Client satisfaction: Obtain written reviews and testimonials for the team

Regular Work Activities

  • 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
  • Education: Attend ongoing education events twice per year
  • Culture: Know the mission and vision, live those words through actions, and use the models and systems to do so
  • Accountability: Meet weekly with the executive assistant
  • Donations: Communicate 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
  • Maintain contact with friends, family, and acquaintances to support the sales business


Key Skills

  • Highly organized and task-oriented
  • Personable, & relationship-oriented
  • Systematic and structured in addressing challenges
  • Exceptional 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
  • Exceptional organizational and time-management abilities
  • Self-motivated and able to self-manage
  • Coachable, open to accountability

Education & Experience

  • Proven track record of successfully managing multiple competing demands
  • Experience in using systemized operational processes
  • Fluency in technology systems

$17 - $19 hourly
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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