Real Estate Transaction Coordinator Specialist

3 days ago

Washington, Washington, D.C., United States Keller Williams Capital Properties Full time
Job Title: Real Estate Transaction Coordinator Specialist

Keller Williams Capital Properties is seeking a detail-oriented and organized Transaction Coordinator to join our team. This individual will play a crucial role in managing all administrative aspects of real estate transactions from contract to close. The ideal candidate will have excellent communication skills, be able to work independently, and have a passion for delivering exceptional customer service.

About the Role:
The Transaction Coordinator will be responsible for coordinating and communicating with multiple parties involved in the transaction process. This includes scheduling home inspections, acquiring seller approval for offers and counteroffers, and assisting in negotiations regarding repairs. Additionally, the coordinator will help agents, clients, and other parties with escrow paperwork, verify documents for signatures and dates, and provide regular updates on the transaction status.

Responsibilities:
  • Enter client information into the client database system and submit appropriate documentation to the office broker for file compliance and keep track of transaction activity
  • Schedule home inspections and any necessary repairs, and assist in negotiations regarding repairs
  • Acquire seller approval for offers and counteroffers from buyers to complete the process in a timely manner
  • Help agents, customers, and other parties with all escrow paperwork, including appraisals, titles, and mortgage loans
  • Check each document to verify it has all the correct signatures and dates so the transaction process goes smoothly
  • Provide exceptional customer service throughout the entire closing process
  • 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 (either in DocuSign or physical) for all transactions
  • Ensure all parties get paid in a timely fashion through compliance
  • 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 in each step of the closing process
  • Establish relationships with all third parties including lenders, inspectors, 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 shared with relevant parties
  • Be the first point of contact/resource for all questions that arise throughout the closing process from agent (and client, attorneys, lenders, appraisers, other transaction coordinators/Realtors, etc.)
  • 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
  • Draft a commission statement for our listings and verify commissions for our buyer side transactions prior to closing (along with utility and other pro rations)
  • Put together the closing file for the agent including any documents needing signatures/initials/dates, commission amount for the check to bring back, and any other documents needed from closing
  • Close out the file after the closing including changing the MLS status to closed for our listings, double-checking the file, making an electronic copy of the HUD, and processing the check. Add closed file to DocuSign
  • Follow up with clients after the sale to check in and request a testimonial

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