Real Estate Transaction Coordinator

Achieva • Dunedin, FL

1d • Hybrid

About The Position

The Real Estate Transaction Coordinator (TC) manages the administrative and compliance workflow of real estate transactions from executed contract through closing. The role works along side agents, buyers, sellers, lenders, title companies, and inspectors. The TC ensures every contract deadline is met, every required document is collected and properly executed, and every file is in full compliance with Florida Statute 475 and FREC Rule 61J2 before it is submitted to the broker for review. This role is the operational backbone of the team and success depends on exceptional organization skills, attention to detail, and the ability to proactively communicate with multiple parties simultaneously under time pressure.

Requirements

• High school diploma, GED or equivalent.
• 1+ years’ experience in real estate administrative transaction management or title/closing support role.
• Demonstrated understanding of the FAR/BAR purchase and sales contract and standard Florida transaction timeline.
• Proficiency with a transaction management platform (DocuSign, Authentisign or equivalent) and standard office productivity software.
• Working knowledge of MLS systems used in the local market.
• Excellent written and verbal communication skills.
• Professional phone and email etiquette.
• Exceptional organizational skills with proven ability to manage multiple concurrent transactions without errors.
• Ability to work independently, prioritize competing deadlines and escalate issues appropriately.

Nice To Haves

• Associate or bachelor’s degree in business, real estate, or related field preferred.
• Experience working in a high-volume brokerage environment (50+ transactions per year), a plus.
• Active Florida Real Estate Sales Associate or Broker license in good standing, preferred.
• Notary Public commission (Florida), a plus.
• Familiarity with Florida Statute 475, Chapter 83 (residential landlord-tenant, and the FREC Chapter 61J2 rules, preferred.
• Bilingual (English/Spanish) strongly preferred for South Florida markets.
• Experience with CRM platforms, a plus (Follow Up Boss, Bold Trail, or similar).

Responsibilities

• Open transaction files up receipt of an executed purchase and sale contract; verify presence of all required fields, initials, and signatures.
• Audit each file against the brokerage’s compliance checklist, including agency disclosures, seller property disclosure, lead-based paint addenda, and any applicable HOA/condo documents.
• Assist agents with listing paperwork, MLS data entry, and status updates as directed by the broker.
• Build and distribute a full transaction timeline to all parties upon contract execution, tracking inspection periods, financing contingencies, appraisal deadlines, association approvals, and closing date.
• Order inspections, surveys, and title commitments; tract receipt and distribute to relevant parties.
• Coordinator and confirm earnest money deposit receipt and confirm delivery to the designated escrow agent within the contract-specified timeframe.
• Communicate daily updates to agents, buyers/sellers, lenders, and title/closing agents; proactively flag and escalate any at-risk deadlines to the broker and lead agent.
• Prepare and route all contract amendments, addenda, inspection responses, and contingency waivers for execution via approved e-signature platform.
• Confirm clear-to-close with the lender; coordinate final walkthrough scheduling and confirm closing logistics with all parties.
• Prepare and submit Commission Disbursement Authorization (CDA) for broker approval prior to closing.
• Conduct post-closing file audit to ensure all required documents have been received and uploaded; close out the transaction file in the brokerage’s transaction management system.
• Maintain all transaction records in compliance with the five-year retention requirement under rule 61J2-14.012, F.A.C.
• Support the broker with FREC audit preparation and file review upon request.
• Represent the credit union/ real estate services with professionalism and courtesy in all interactions.
• Uphold the highest ethical standards in all interactions and responsibilities.
• Represent and uphold the Achieva Brand Frame.
• Support leadership initiatives that position the credit union as a top employer.
• Participate in annual training or as required by BSA and the Privacy Act.
• Perform other essential functions as needed or assigned.
• Travel may be required on occasion.
• Work flexible hours including, before/after hours, weekends and holidays to meet member and business demands.

Benefits

• Achieva Credit Union is committed to providing equal employment opportunities to all individuals. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED