Transaction Coordinator

HomeServices of America•Phoenix, AZ

About The Position

The Transaction Coordinator supports sales associates and sales management by reviewing and processing offers, lease and purchase contract documents, and providing administrative services. Support includes initial listing services, sales coordination, pre- and post-closing activities, customer communication, form completion and maintenance, and clerical tasks. The role coordinates and reviews transaction paperwork for completeness, accuracy, and compliance with company policy and state rules; follows up to resolve discrepancies; enters data; prepares correspondence; maintains active files and keeps agents informed of progress; coordinates marketing and advertising activities; communicates with external contacts; handles earnest money checks; and prepares files for document storage. The coordinator may also train new staff and sales associates on software and office equipment, provide office backup, and perform other assigned duties. The position is expected to meet company performance and behavior expectations, deliver quality work within expected timeframes, maintain positive working relationships, demonstrate relevant competencies, pursue professional development, and follow company policies, confidentiality requirements, attendance expectations, and safety practices.

Requirements

High school diploma or equivalent work experience.
Two years of administrative experience, preferably in a real estate office.
Strong computer skills in Microsoft Office products.
Minimum typing speed of 45 words per minute.
Ability to work independently and prioritize multiple tasks and projects concurrently.
Effective oral and written communication skills and a strong customer service focus.
Effective analytical and problem-solving skills.
Excellent organizational skills, attention to detail, and a high degree of accuracy.

Nice To Haves

Post-secondary coursework preferred.
Real estate license preferred.

Responsibilities

Coordinate, complete, and/or review transaction documents, paperwork, and forms for completeness, accuracy, and adherence to company policy and state rules and regulations; follow up with sales and management staff to correct discrepancies.
Perform data entry, prepare general correspondence, and maintain forms and supplies.
Maintain and manage active files, including price reductions, extensions, and expirations; ensure information is entered and reports and disclosures are forwarded on time; keep agents informed of file progress.
Compile marketing materials, handle advertising, schedule appointments, and coordinate other transaction activities.
Provide or coordinate accurate and timely communication with homeowners, closing agents, staff from other real estate brokerages, service personnel, and vendors.
Confirm earnest money checks and forward them to accounting within required timeframes.
Prepare and maintain files for document storage.
Train new staff and sales associates on software and office equipment and serve as backup to office staff.
Perform additional duties as requested or assigned.
Meet performance and behavior expectations and complete responsibilities professionally, with quality and within expected timeframes.
Maintain positive and productive relationships with staff, customers, and business partners.
Demonstrate the behavioral and technical competencies needed for the role and take initiative for technical and professional development.
Follow HR policies, the Code of Business Conduct, and subsidiary and department policies and procedures, including confidentiality, punctual and regular attendance, and safety practices.