Real Estate Transaction Coordinator
The Mateja Group at Keller Williams Realty
Scarborough, ME US
Posted ago
The Mateja Group at Keller Williams Realty

Who are we?

Mission: The Mateja Group at Keller Williams Realty has a mission to deliver the best real estate experience by providing world-class service and market-leading expertise. 

Vision: To be the real estate team of choice for clients, agents, and highly talented professionals who value opportunity, culture, and purpose.

Values: Growth, Culture, Opportunity, Teamwork, Purpose, Perseverance

Knowledge we’ve gained through years of working in the local market empowers us to provide our home buyers and sellers with the advice they need to make informed decisions. Whether it’s selling a home, searching for a home, or negotiating a contract, each member of The Mateja Group is an experienced real estate professional who applies their expert skills to each step of the process to help each client achieve an outstanding result.

This Company Describes Its Culture as:

  • Detail-oriented -- quality and precision-focused
  • Aggressive -- competitive and growth-oriented
  • Outcome-oriented -- results-focused with strong performance culture
  • People-oriented -- supportive and fairness-focused
  • Team-oriented -- cooperative and collaborative

Who are we looking for?

The Transaction Coordinator is an individual who 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. Additional qualities that we are looking for include a history of demonstrating a high level of proven strong communication, strong technical abilities and a positive, proactive solution-based attitude. This person must be able to deliver an extraordinary client experience. The Transaction Coordinator must be adaptable to change and be detail oriented. They will 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.

The ideal candidate will pride themselves on their careful attention to detail and truly enjoy building relationships and having conversations with our wonderful clients. This is an onsite role in Scarborough, ME.

Responsibilities

What will you do?

These are the standards a well-above-average performer will maintain or exceed:

  • Provide exceptional customer service throughout the entire closing process

Essential duties and responsibilities

  • Act as liaison between real estate agents, clients, attorneys, escrow companies, and mortgage brokers during the process of a real estate sale and effectively manage the administrative tasks involved in closing a sale
  • 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 KW Command for all transactions
  • Create a transaction in Brivity for all transactions
  • Follow/apply compliance and under contract auto plans in Brivity. Complete tasks daily.
  • Complete Offer/Commissions tab in KW Command and a Prepare file to Close for our brokerage
  • Understand the contracts in order to summarize all important terms, conditions, and contingency dates
  • Communicate with the agent several times throughout the transaction including all important dates, missing documents, calendar reminders, file compliance status, etc.
  • Communicate regularly with the client to send them reminders, check in, and let them know what to expect (Here’s what’s happening next)  in each step of the closing process
  • Establish relationships with all third parties including lenders, inspectors, title companies, appraisers, and all agents in order to ensure a smooth closing process and share relevant information
  • Draft any addenda needed along the way and keep a record of them on file and ensure they are provided to the relevant parties
  • Be the first point of contact/resource for all questions that arise throughout the closing process for all parties to the contract
  • Stay in good communication with the agent if any issues arise that they need to handle or negotiate
  • Coordinate closing date, time, and location and notify all parties
  • Notify client about utility accounts to set up/cancel
  • Ensure the completion of any title questionnaires (Agent or Client) in a timely manner
  • Provide any prorations as needed to the title company (example: fuel)
  • Close out the file after the closing including changing the MLS status to closed for our listings, double-checking the file, and confirming the commission checks are correct. Add closing documents Command and submit to our brokerage.
  • Request reviews & referral business from all clients.

System and Process Responsibilities  

Utilizes appropriate Brivity Auto Plans for maintaining client communication during the contract to close process.  Accurately maintains the Business Tracker spreadsheet.  Ensures data is accurately entered into the ShowingTime system.  Ensures accuracy of listing data on MLS.   

Additional Responsibilities  

Participates in team building and annual business planning activities.  Participates in client appreciation events.  Reads assigned books, articles, etc. Participates in Market Center events/trainings. Continuously connect with their own sphere of influence for business.

Communications/Interactions

  • Agent Team – daily
  • Buyers/Sellers/Vendors – daily


Qualifications

Knowledge/Skills

  • Excellent at building rapport
  • People-oriented
  • Strong written and verbal communication skills
  • Good organizational skills
  • Detail-oriented
  • Strong time management skills
  • Learning-based
  • Willing to learn scripts and dialogues
  • High school graduate
  • Real estate license (preferred but not required)

Your Qualifications

  • Proficient Google G-Suite (Docs, Sheets, Drive), Adobe
  • Familiar with digital signature platforms such as Docusign
  • Possesses a polite and professional manner, including professional dress attire
  • Highly motivated, team-minded and ability to work independently at times
  • Detail-oriented with the ability to multi-task and meet deadlines
  • Real Estate background preferred

Compensation
$30,000 - $45,000 yearly
About The Mateja Group at Keller Williams Realty

Who are we?

Mission: The Mateja Group at Keller Williams Realty has a mission to deliver the best real estate experience by providing world-class service and market-leading expertise. 

Vision: To be the real estate team of choice for clients, agents, and highly talented professionals who value opportunity, culture, and purpose.

Values: Growth, Culture, Opportunity, Teamwork, Purpose, Perseverance.

The knowledge we’ve gained through years of working in the local market empowers us to provide our home buyers and sellers with the advice they need to make informed decisions. Whether it’s selling a home, searching for a home, or negotiating a contract, each member of The Mateja Group is an experienced real estate professional who applies their expert skills to each step of the process to help each client achieve an outstanding result.

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