Real Estate Transaction Coordinator
Berkshire Hathaway HomeServices Commonwealth Real Estate, Westwood, MA, United States
SUMMARY
The Real Estate Transaction Coordinator serves as a key partner to a real estate agent, managing transactions end-to-end, maintaining critical systems, and ensuring a high level of organization, accuracy, and client service with a primary focus on transaction management from contract to close.
POSITION TYPE This is an independent contractor role; the individual will manage their own schedule, tools, and workflow while meeting agreed-upon deadlines and deliverables. The scope of work will vary based on transaction volume and business needs.
ESSENTIAL DUTIES AND RESPONSIBILITIES Transaction Management
Manage and track all aspects of real estate transactions from contract to close
Coordinate with attorneys, lenders, inspectors, clients, and agents throughout the transaction process
Maintain transaction timelines, ensuring all deadlines, checklist items, and post-closing workflows are completed accurately and on time
Oversee and maintain transaction files in Dotloop, ensuring all documentation is complete, accurate, and compliant with brokerage and regulatory requirements
Ensure all transaction steps, required documents, and follow-ups are completed while maintaining timely communication and responsiveness across all parties
CRM & Systems Management
Maintain accurate and up-to-date client records within the CRM, including data entry and database organization
Utilize and manage core systems including Agent CRM, Nekst, Dotloop, MailChimp, Canva, Excel, and Google Docs/Sheets
Administrative & Client Support
Schedule appointments, coordinate buyer tours, and manage calendar logistics
Assist with open house preparation, logistics, and occasional on-site coverage, including limited evenings or weekends as needed
Support client appreciation events, mailings, and marketing communications
Process & Workflow
Follow established SOPs, templates, and workflows to ensure consistency and organization
Identify opportunities to improve workflows, checklists, and administrative processes
Assist in creating, updating, and maintaining internal process documentation
Additional Responsibilities
Support marketing and creative tasks using Canva or similar tools
Demonstrate comfort with technology, including openness to AI tools that improve efficiency and service
Perform additional projects and duties as needed
QUALIFICATION REQUIREMENTS
Valid driver’s license and reliable transportation required for occasional local travel (this is a remote position with periodic in-person support as needed)
Previous administrative, transaction coordination, or real estate support experience preferred
Real estate license preferred or willingness to obtain
Ability to respond promptly to time-sensitive requests and maintain consistent communication throughout active transactions
Strong organizational skills with exceptional attention to detail and accuracy
Ability to manage multiple transactions, deadlines, and priorities in a fast-paced environment
Strong written and verbal communication skills with the ability to coordinate across multiple parties (clients, agents, attorneys, lenders, inspectors)
Tech‑comfortable with the ability to quickly learn and navigate new systems and tools
Proficiency in Microsoft Office, Excel, Google Docs/Sheets, and CRM platforms; experience with Dotloop, Nekst, or similar transaction management systems is a plus
Proactive, dependable, and solution-oriented, with the ability to work independently and escal…
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POSITION TYPE This is an independent contractor role; the individual will manage their own schedule, tools, and workflow while meeting agreed-upon deadlines and deliverables. The scope of work will vary based on transaction volume and business needs.
ESSENTIAL DUTIES AND RESPONSIBILITIES Transaction Management
Manage and track all aspects of real estate transactions from contract to close
Coordinate with attorneys, lenders, inspectors, clients, and agents throughout the transaction process
Maintain transaction timelines, ensuring all deadlines, checklist items, and post-closing workflows are completed accurately and on time
Oversee and maintain transaction files in Dotloop, ensuring all documentation is complete, accurate, and compliant with brokerage and regulatory requirements
Ensure all transaction steps, required documents, and follow-ups are completed while maintaining timely communication and responsiveness across all parties
CRM & Systems Management
Maintain accurate and up-to-date client records within the CRM, including data entry and database organization
Utilize and manage core systems including Agent CRM, Nekst, Dotloop, MailChimp, Canva, Excel, and Google Docs/Sheets
Administrative & Client Support
Schedule appointments, coordinate buyer tours, and manage calendar logistics
Assist with open house preparation, logistics, and occasional on-site coverage, including limited evenings or weekends as needed
Support client appreciation events, mailings, and marketing communications
Process & Workflow
Follow established SOPs, templates, and workflows to ensure consistency and organization
Identify opportunities to improve workflows, checklists, and administrative processes
Assist in creating, updating, and maintaining internal process documentation
Additional Responsibilities
Support marketing and creative tasks using Canva or similar tools
Demonstrate comfort with technology, including openness to AI tools that improve efficiency and service
Perform additional projects and duties as needed
QUALIFICATION REQUIREMENTS
Valid driver’s license and reliable transportation required for occasional local travel (this is a remote position with periodic in-person support as needed)
Previous administrative, transaction coordination, or real estate support experience preferred
Real estate license preferred or willingness to obtain
Ability to respond promptly to time-sensitive requests and maintain consistent communication throughout active transactions
Strong organizational skills with exceptional attention to detail and accuracy
Ability to manage multiple transactions, deadlines, and priorities in a fast-paced environment
Strong written and verbal communication skills with the ability to coordinate across multiple parties (clients, agents, attorneys, lenders, inspectors)
Tech‑comfortable with the ability to quickly learn and navigate new systems and tools
Proficiency in Microsoft Office, Excel, Google Docs/Sheets, and CRM platforms; experience with Dotloop, Nekst, or similar transaction management systems is a plus
Proactive, dependable, and solution-oriented, with the ability to work independently and escal…
#J-18808-Ljbffr