Transaction Coordinator

Baird & Warner•Downers Grove, IL

1d•$45,000 - $50,000

About The Position

Baird & Warner Real Estate is seeking a highly organized, detail-oriented Real Estate Transaction & Listing Coordinator to manage both the pre-listing and listing processes, as well as contract-to-close activities for their real estate agents. This critical role ensures that listings are launched accurately and efficiently and that transactions run smoothly from contract execution to closing. The ideal candidate thrives in a fast-paced environment, enjoys working behind the scenes to support agents, and is passionate about delivering excellent client service.

Requirements

A minimum of one year of experience in residential sales transaction management or as a real estate paralegal
Familiarity with MLS, and general real estate brokerage operations
Must be extremely detail-oriented with superb organizational skills
Motivated self-starter
Coachable and open to learning
Experience working with platforms such as Paperless Pipeline, Dotloop, SkySlope, or similar
Understanding of real estate marketing tools

Nice To Haves

Previous experience in real estate coordination, transaction management, or listing support preferred
Strong understanding of real estate contracts, MLS rules, listing documentation, and transaction timelines
Strong written and verbal communication skills
Proficient with transaction management software, MLS platforms, and Google Suite
Problem-solving skills with the ability to adapt to changing needs
Customer-service-oriented with a positive, professional attitude

Responsibilities

Coordinate all aspects of pre-listing activities to prepare properties for market
Communicate with agents, sellers, and vendors to schedule photography, staging, and property preparation
Gather required documentation for listings, including disclosures, MLS forms, and property details
Enter and maintain accurate listing information in the MLS and brokerage systems
Ensure all listings meet brokerage, MLS, and legal compliance requirements
Track listing timelines, deadlines, and required tasks to ensure an efficient launch
Manage all aspects of real estate transactions from executed purchase agreements to closing
Maintain constant communication with clients, agents, lenders, attorneys, inspectors, and all parties involved
Monitor deadlines, contingency periods, and contract milestones to ensure compliance and smooth progression
Review contracts and documentation for accuracy, completeness, and compliance with brokerage and state regulations
Utilize transaction management systems to track, update, and maintain all file records
Provide exceptional administrative support to agents and clients, ensuring a positive experience from listing to closing