Transaction Coordinator/Front Office Administration

JOB SUMMARY

The Transaction Coordinator/Front Office Administrator position is responsible for overseeing all aspects of seller’s transactions from initial contact to executed purchase agreements and supporting all departments of the company as it pertains to the day-to-day functions of the office and our environment/workflow culture. Transaction Coordinator/Front Office Administrator possesses a can-do positive attitude, high energy, sense of enthusiasm and sense of humor all while working within a team environment. They also demonstrate a desire for consistently progressive growth in responsibilities.

Listing Coordination & Transaction Management

· Oversee all aspects of seller’s transactions from initial contact to executed purchase agreement.

· Obtain all necessary signatures on listing agreement, disclosures and other necessary documentation.

· Input all necessary information into client database and transaction management systems.

· Oversee all aspects of buyer & seller transactions from executed purchase agreement to closing and beyond.

· Coordinate title/escrow, mortgage loan and appraisal processes.

· Coordinate inspections, assist between construction and Listing Agent.

· Regularly update & maintain communication with clients, agents, title officer, lender etc.

· Submit all necessary documentation to office broker for file compliance.

· Schedule coordinate closing process. If necessary, coordinate moving/possession schedules.

· Input all client information into client database system.

Sales Process/Filing Management

· Update transaction sheet when a new sale comes in and send to all staff.

· Confirm blue tape walks. First point of contact when a PSA comes over from the Listing Agent.

· Prepare all listing materials: pre-listing presentation, Listing Agreement, sellers’ disclosures (Form 17).

· Provide Legal Description prior to closing when necessary.

· Provide proactive weekly feedback to supervisory staff regarding all showings and marketing activities.

· Coordinate all public open houses and broker open houses with Listing Agents and team.

· Submit all necessary documentation to office broker for file compliance.

· Send out email daily for all appraisals, inspections, orientations and closings for the day.

· Record walk-through times and coordinate access if necessary.

· Communicate with lenders regarding transactions, if there is a problem notify GM and Brand Manager as soon as possible.

· Confirm all server filing documents are accurate.

· Manage and ensure accuracy for the master PSA tracking data base

Front Office

· Greet/Direct guests (offer coffee, water, tea, etc.)

· Answer Main Phone Line

· Mail/Package – open mail and distribute to appropriate Team member

· Maintain/Clean Coffee area, conference rooms

· Maintain conference room schedule

· Complete/Assist with any other applications, forms, documents requested by other staff members

· Maintain the following binders: Vendor Binder, W-9 Binder, Bank Deposit Binder

· Maintain supply room, copier (keep paper supply full in copier, change/order ink and other copier supplies)

Job Type: Full-time

Pay: $22.00 - $28.00 per hour

Benefits:

Schedule:

People with a criminal record are encouraged to apply

Work Location: In person