Real Estate Transaction Coordinator job description

Job brief

We are seeking a highly organized Real Estate Transaction Coordinator to join our fast-growing investment and brokerage team. In this role, you will be the primary engine driving our closing process, ensuring that high-volume property transactions move efficiently from contract to keys. You will interact with internal asset managers and external partners, using your sharp eye for detail to mitigate risk and maintain pristine documentation. If you are passionate about real estate operations and thrive in a role where precision leads to measurable business growth, we want to hear from you.

What is a Real Estate Transaction Coordinator?

A Real Estate Transaction Coordinator is a specialized operations professional who serves as the structural backbone of property sales, leasing, and investment deal flows. By managing the complex documentation required for escrow, title transfers, and contract compliance, a Real Estate Transaction Coordinator ensures that every milestone of a property lifecycle is executed with precision. They leverage industry-standard platforms like Dotloop, SkySlope, or AppFolio to streamline workflows between agents, clients, and legal stakeholders, directly influencing the speed and success of property asset acquisitions and dispositions.

What does a Real Estate Transaction Coordinator do?

A Real Estate Transaction Coordinator manages the end-to-end administrative lifecycle of a property file, from the initial purchase agreement or lease contract to the final closing statement. They monitor strict contingency deadlines, coordinate inspections and appraisals, and verify the accuracy of title insurance binders and closing disclosures. By acting as the central communication hub between escrow officers, inspectors, buyers, and sellers, the coordinator ensures that all regulatory requirements are met while minimizing transactional friction and delays.

Key responsibilities

• Manage the end-to-end transaction pipeline by ensuring all contracts, amendments, and addenda are fully executed and uploaded into CRM systems.
• Monitor and track critical contingency deadlines for inspections, financing, and appraisal contingencies to ensure contractual compliance throughout the escrow period.
• Coordinate with escrow officers, title companies, and lenders to facilitate the timely delivery of closing disclosures and settlement statements for all parties.
• Prepare and audit comprehensive file documentation for legal and regulatory review to ensure compliance with state-specific real estate commission standards.
• Maintain constant communication with buyers, sellers, and agents to provide proactive updates on file status, documentation needs, and upcoming milestones.
• Schedule and facilitate property inspections, final walkthroughs, and appraisals while managing communications with property owners and third-party contractors.
• Oversee the transition of closed files to the property management or accounting departments, ensuring all financial data and ledgers are accurate.
• Utilize digital transaction management software to automate follow-up sequences and notify key stakeholders of upcoming requirements or potential bottlenecks.

Requirements and skills

• Proven experience as a Transaction Coordinator or Real Estate Administrator, handling high-volume residential or commercial property portfolios.
• Expert proficiency in transaction management platforms such as SkySlope, Dotloop, TransactionDesk, or DocuSign Rooms.
• Deep understanding of real estate purchase contracts, residential lease agreements, and state-specific disclosure requirements.
• Strong technical skills in managing CRM systems (e.g., Salesforce, HubSpot) and property management software like AppFolio or Buildium.
• Ability to interpret settlement statements, HUD-1 forms, and closing disclosures for accuracy and compliance with lending guidelines.
• Exceptional organizational skills, with the ability to manage competing priorities for dozens of active files without sacrificing accuracy.
• Professional certification such as a CTC (Certified Transaction Coordinator) or active Real Estate License preferred.
• Superior verbal and written communication skills to handle high-stakes negotiations and delicate document hand-offs with legal and financial professionals.

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