Transaction Coordinator - Administrative Assistant
Hiraeth Homes
Santa Rosa, CA US
Posted ago
Hiraeth Homes

We are searching for a Transaction Coordinator/Administrative Assistant to assist our Real Estate Team 40 hrs/week. You’ll manage all administrative aspects of the transaction from contract to close, including providing assistance with escrow-related documentation, scheduling inspections and repairs, and acquiring seller approval for offers and counteroffers. The ideal candidate will have excellent communication skills, high attention to detail, ability to multi-task, proficiency with computers is an excellent problem solver, and loves to work with people. If you’re looking for a place to advance your real estate career, start your application today!

This is an in-office position Monday-Friday from 8 am-5 pm, with a potential for shifting days and hours as the team grows and additional team members are added to this role. Working from home or in a hybrid office/home situation will not be considered.


  • Coordinate and attend all closing procedures, such as moving schedules
  • Aid real estate agents, clientele, and other stakeholders with paperwork and ensure the completion of all escrow documents, such as appraisals, titles, and mortgage loans
  • Supervise all administrative duties for home buyer and seller transactions from contract to close
  • Obtain seller’s approval for the buyer’s offers and counteroffers to ensure the transaction process goes as quickly as possible
  • Check each document to verify it has all the correct signatures and dates so the transaction process goes smoothly
  • Support the real estate office as needed with other assistant duties, such as picking up orders, signs, lockboxes, and run errands as needed
  • Experience using word processing programs, spreadsheets and Multiple Listing Service
  • Take notes and deliver messages from phone calls, emails, memos or reports to the agents
  • Manage the client database to keep information orderly and confidential


  • Real estate license preferred
  • Passionate about providing excellent customer service
  • High school diploma required; Associate’s degree preferred
  • Background or knowledge of the real estate industry, transaction coordination, titles, and mortgages preferred
  • Applicants must possess exceptional organizational and verbal and written skills
  • Reliable Transportation
  • Experience as a personal assistant, office manager, or related position is preferred

About Hiraeth Homes

Hiraeth Homes provides confidence and peace of mind for the decisions of today so we can secure the future of our clients and communities for tomorrow. Our goal is to provide an industry-leading experience for clients in both service and results within the residential real estate market of Sonoma County. This is done by bringing people on to the team who are focused on what they do best. Marketers market, administrators administer, and transaction coordinators deal with the paperwork all the while freeing up our agents to help buy and sell homes. With many awards and accolades as one of the leading real estate teams in Northern California, we are also committed to improving the communities that we live and do business in.

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