Transaction Coordinator
Sumsion Real Estate
Posted ago
Sumsion Real Estate
We are searching for a transaction coordinator to assist our real estate team. 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 and love working with people. If you’re looking for a place to advance your real estate career, start your application today!
  • Help agents, customers, and other parties with all escrow paperwork, including appraisals, titles, and mortgage loans
  • Coordinate home inspections negotiate prices for necessary repairs, and make sure each repair is completed
  • Input client information into the client database system, track transaction activities, and submit each necessary document to the office broker for file compliance
  • Make sure the buyer’s offer and counteroffers get approved by the seller to ensure a smooth real estate sales process
  • Manage transaction contracts from both home buyers and sellers to close the deal in a timely manner

Client Care and Administrative

  • Oversee all aspects of the administration of the agent’s business
  • Create and manage all systems for sellers, buyers, client database management, lead-generation tracking, lead follow-up, and all office administration
  • Maintain all agent financial systems, profit-and-loss statements, bill payment, budget(s), bank accounts, and business credit card(s)
  • Coordinate the purchasing of any office equipment, marketing materials, and any other business-related supplies and materials
  • Create and update a business operations manual and all job descriptions/employment contracts for any future hires
  • Manage the recruiting, hiring, training, and ongoing leadership of all future administrative hires
  • Hold agent(s) accountable for conducting all agreed-upon lead generation activities
  • Ensure that all agent activities are limited to listing a property, showing property, negotiating contracts, and lead generation
  • Open office and turn on all electronics; turn on lights and prepare the office for staff and client arrival (if office is provided)
  • Help clients as needed with questions or concerns they may have
  • Answer phones in a polite, professional manner
  • Return all personal emails within 15 minutes
  • Check and respond to team leaders email 3 times a day (morning, midday, evening)
  • Lead Daily Team Huddle, take minutes, review the daily schedule, and determine the course of action for current objectives
  • Prepare team meeting agenda and distribute prior to the meeting
  • Prepare Weekly Deal Overview and Update doc before meeting
  • Take and distribute full meeting notes. Ensure tasks of who is doing what is documented in Agile
  • Send cards for upcoming milestones (birthdays, anniversaries, and so on)

Listing (Listing to Contract)

  • Oversee all aspects of seller transactions from initial contact to the executed purchase agreement
  • Prepare all listing materials: pre-listing presentation, listing agreement, seller's disclosures, comparative market analysis, online property profiles, multiple listing service (MLS) research, etc
  • Consult and coordinate with sellers all property photos, staging, repairs, cleaning, signage, lockbox, access requirements, and marketing activities
  • Obtain all necessary signatures on listing agreement, disclosures, and other necessary documentation
  • Coordinate showings and obtain feedback
  • Provide proactive weekly feedback to sellers regarding all showings and marketing activities
  • Coordinate all open houses. Prepare and coordinate marketing materials needed
  • Enter all listing information in MLS and marketing websites and update as needed
  • Submit all necessary documentation to the office broker for file compliance
  • Input all necessary information to client database and transaction management systems within 24 hours

Transaction Coordination (Contract to Closing)

  • Meet with agents once a week to update everyone on progress and next steps for each deal
  • Oversee all aspects of buyer and seller transactions from executed purchase agreements to closing
  • Coordinate title/escrow, mortgage loan, and appraisal processes
  • Coordinate inspections, assist in negotiations regarding repairs, and coordinate completion of repairs
  • Regularly update and maintain communication with clients, agents, title officers, lender, etc
  • Submit all necessary documentation to the office broker for file compliance
  • Coordinate moving/possession schedules
  • Schedule, coordinate, and attend the closing process
  • Input all client information to the client database system
  • Schedule 30-day, 90-day, and 120-day client customer service follow-up call to assist with any home improvement provider recommendations and to ask for referrals


  • Supervise client database management program and system
  • Create and regularly prepare all buyer and seller consultation packages
  • Coordinate the preparation of all listing and open house flyers, graphics, signage, and all other marketing materials
  • Manage and update agent website(s), blog(s), and online listings
  • Regularly assist agents to manage and enhance their social media presence
  • Track and coordinate all inbound leads from websites, social media, and other online sources
  • Coordinate all aspects of client and vendor appreciation events
  • Regularly obtain client testimonials for websites, social media, and other marketing materials
  • Coordinate and implement agent marketing videos and property videos on website(s), blog(s), social media, and client database email campaigns
  • Help make a calendar of events and activities for the team

Behavior expectations for Client Care and Transaction Coordinator are as follows:

  • Flexibility and availability are key!
  • Creating systems and processes to help us stay organized and on task
  • Ability to manage several projects simultaneously
  • Track business expenses in Quickbooks
  • Manage and facilitate all necessary listing and/or closing paperwork
  • Prioritize teamwork
  • Complete and document work in a systematic process so it can be replicated
  • Save all work as instructed
  • Adhere strictly to the standards and policies of the Company when completing any tasks or work
  • Perform all work in accordance with all government laws, regulations, ordinances, and court rulings in those jurisdictions in which the Company operates
  • Implement action plans to achieve the highest possible degree of standardization so results can be continually duplicated
  • Set and meet deadlines on time. Hold team members and clients to deadlines by sending out reminders and ensure there are no surprises
  • Maintain a positive mindset and appropriate professional conduct while representing the Company, either in the office, virtually, or while meeting clients
  • Keep strictly confidential all personal information about clients, customers, staff, and/or employees
  • Promote and embody the philosophy of the Company at all times
  • Use the phrase, “We’re selling houses!” when asked how the office is doing
  • Adhere to dress code policy at all times. Even when working from home
  • Follow appropriate code of conduct implicitly and explicitly
  • Work scheduled days and hours by following the Perfect Week Scheduler
  • Practice and implement scripts and dialogs when speaking to clients
  • Check and respond to email regularly
  • Refrain from removing company property from the premises without prior approval
  • Maintain a high level of professionalism in language and appearance at all times

  • Experience in the real estate industry, transaction management or coordination, titles, and/or mortgages preferred
  • High school diploma required; Associate’s degree preferred
  • Real estate license preferred
  • Passionate about providing excellent customer service
  • Candidates should be organized and able to communicate written and verbal information to clients accurately and clearly

  • 1-2 years of professional administrative experience
  • Real estate industry experience of at least 2 years

$40,000 - $50,000 yearly
About Sumsion Real Estate

The Sumsion Real Estate Team is a group of professional real estate agents based in Provo, Utah. Our team is committed to offering a superior home buying and selling service and experience to our clients. Members of our team have been picked due to their professionalism and dedication to provide an unmatched level of value to those we serve.

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