Real Estate Transaction Coordinator
The Mariel G. Weiss Team at Keller Williams, Collegeville, PA, United States
Ready to make an immediate hire! We are a high-volume, relationship-driven real estate team serving Montgomery, Bucks, Chester, and Delaware Counties. We are seeking a Transaction Manager to take full ownership of the contract-to-close process, keep every deadline on track, and help deliver a concierge-level experience for our buyers, sellers, and cooperating agents. This role is ideal for someone who loves checklists, thrives under deadlines, communicates calmly and professionally, and takes pride in helping transactions reach the finish line smoothly and on time. We are looking for a growth‑minded team player who is eager to contribute beyond the transaction itself and support the overall success of the team.
Compensation
Compensation: $70,000 plus opportunity for bonus and company‑funded 401(k).
Contract‑to‑Close Management
Open and process transaction files within 24 hours of execution.
Review agreements, addenda, timelines, and signatures for completeness and accuracy.
Track all contract contingencies, including deposit, inspections, appraisal, mortgage, title, HOA/condo documentation, and contingency removals.
Order and coordinate title work, payoff statements, HOA/condo certificates, resale packages, and CD/ALTA preparation, while verifying figures and fees for accuracy.
Manage municipal and township requirements, including U&O and resale requirements where applicable, such as Upper Dublin, Abington, Cheltenham, Lower Merion, and similar areas.
Coordinate inspections and testing commonly needed in suburban Pennsylvania, including septic, well, radon, and wood‑burning appliance certifications.
Schedule appraisals, inspections, walkthroughs, and related appointments, ensuring access, lockbox logistics, and communication are handled efficiently.
Monitor earnest money deposit receipts, commission disbursement authorizations, and brokerage compliance requirements.
Client and Agent Communication
Serve as the primary point of contact throughout the transaction for clients, cooperating agents, lenders, title companies, attorneys, conveyancers, and internal team members.
Provide proactive weekly status updates to the lead agent and/or clients.
Communicate clearly, consistently, and professionally to keep all parties aligned.
Help identify issues early, de‑escalate challenges, and propose solutions to keep deals moving forward.
Compliance, Systems, and Operations
Submit complete compliance files within 48 hours of execution and closing.
Maintain accurate and up‑to‑date records in the CRM and transaction management systems, including milestone updates and notes.
Build, refine, and uphold team SOPs, checklists, templates, and systems to support efficiency and growth.
Support light event planning and coordination for client or team-related events as needed.
Partner closely with listing agents and buyer specialists on closing preparation.
Report weekly on pipeline health, risk flags, and projected closing timelines.
Support the team in creating a smooth, consistent, high‑level experience from agreement to close.
Tools You’ll Use
Bright MLS
DocuSign
Google Workspace
Microsoft Excel
Follow Up Boss or similar CRM
KW Command / DocuSign Rooms or equivalent brokerage platform
Qualifications
2–5+ years of transaction coordination, transaction management, conveyancing, or similar residential real estate operations experience within a real estate team, brokerage, law office, or title‑related setting.
Pennsylvania real estate transaction experience strongly preferred.
Experience as a Transaction Manager and/or Conveyancer is strongly preferred.
A current real estate license is preferred.
Strong understanding of contract forms, deadlines, municipal requirements, and township‑specific nuances, including U&O, dye tests, lateral inspections, and similar items.
Familiarity with lender and title processes, including CD/ALTA figures, prorations, transfer taxes, HOA dues, and repair credits.
Excellent Excel, Google Workspace, and CRM skills required.
Experience with Follow Up Boss and KW Command is a strong plus.
Excellent communication skills with a calm, polished, and professional demeanor.
Highly detail‑oriented, systems‑driven, and able to manage a high volume of transactions with consistency and excellence.
Ability to successfully manage approximately 10–20 open files per month.
Growth‑minded team player with a proactive attitude and willingness to support the broader needs of the business.
Notary designation is also a plus.
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Compensation
Compensation: $70,000 plus opportunity for bonus and company‑funded 401(k).
Contract‑to‑Close Management
Open and process transaction files within 24 hours of execution.
Review agreements, addenda, timelines, and signatures for completeness and accuracy.
Track all contract contingencies, including deposit, inspections, appraisal, mortgage, title, HOA/condo documentation, and contingency removals.
Order and coordinate title work, payoff statements, HOA/condo certificates, resale packages, and CD/ALTA preparation, while verifying figures and fees for accuracy.
Manage municipal and township requirements, including U&O and resale requirements where applicable, such as Upper Dublin, Abington, Cheltenham, Lower Merion, and similar areas.
Coordinate inspections and testing commonly needed in suburban Pennsylvania, including septic, well, radon, and wood‑burning appliance certifications.
Schedule appraisals, inspections, walkthroughs, and related appointments, ensuring access, lockbox logistics, and communication are handled efficiently.
Monitor earnest money deposit receipts, commission disbursement authorizations, and brokerage compliance requirements.
Client and Agent Communication
Serve as the primary point of contact throughout the transaction for clients, cooperating agents, lenders, title companies, attorneys, conveyancers, and internal team members.
Provide proactive weekly status updates to the lead agent and/or clients.
Communicate clearly, consistently, and professionally to keep all parties aligned.
Help identify issues early, de‑escalate challenges, and propose solutions to keep deals moving forward.
Compliance, Systems, and Operations
Submit complete compliance files within 48 hours of execution and closing.
Maintain accurate and up‑to‑date records in the CRM and transaction management systems, including milestone updates and notes.
Build, refine, and uphold team SOPs, checklists, templates, and systems to support efficiency and growth.
Support light event planning and coordination for client or team-related events as needed.
Partner closely with listing agents and buyer specialists on closing preparation.
Report weekly on pipeline health, risk flags, and projected closing timelines.
Support the team in creating a smooth, consistent, high‑level experience from agreement to close.
Tools You’ll Use
Bright MLS
DocuSign
Google Workspace
Microsoft Excel
Follow Up Boss or similar CRM
KW Command / DocuSign Rooms or equivalent brokerage platform
Qualifications
2–5+ years of transaction coordination, transaction management, conveyancing, or similar residential real estate operations experience within a real estate team, brokerage, law office, or title‑related setting.
Pennsylvania real estate transaction experience strongly preferred.
Experience as a Transaction Manager and/or Conveyancer is strongly preferred.
A current real estate license is preferred.
Strong understanding of contract forms, deadlines, municipal requirements, and township‑specific nuances, including U&O, dye tests, lateral inspections, and similar items.
Familiarity with lender and title processes, including CD/ALTA figures, prorations, transfer taxes, HOA dues, and repair credits.
Excellent Excel, Google Workspace, and CRM skills required.
Experience with Follow Up Boss and KW Command is a strong plus.
Excellent communication skills with a calm, polished, and professional demeanor.
Highly detail‑oriented, systems‑driven, and able to manage a high volume of transactions with consistency and excellence.
Ability to successfully manage approximately 10–20 open files per month.
Growth‑minded team player with a proactive attitude and willingness to support the broader needs of the business.
Notary designation is also a plus.
#J-18808-Ljbffr