Transaction & Operations Coordinator
About The Position
The Gayle Winters Team is hiring a full-time Transaction & Operations Coordinator to support its growing residential real estate team. The role is based in person at the team’s Lexington or Winchester, Massachusetts offices, with private office space in Lexington. The coordinator will manage transactions from contract to close, keep the back office organized, and help agents focus on sales. The team is growing and plans to add a dedicated transaction coordinator as it expands, creating a potential path into broader operations leadership. The position also supports agents with listing preparation, paperwork, events, vendor scheduling, and team coordination. The coordinator will monitor CRM and task-management systems, report on pipeline and goals, help document processes for new agents, and use AI tools to work more efficiently. The schedule follows business hours, with flexibility for occasional evening or weekend client events.
Requirements
- Experience in residential real estate transaction coordination, agent or team support, or a closing, title, or real estate paralegal role.
- Understanding of real estate transactions from contract to close and ability to work in a fast-moving industry.
- Strong organization and ability to manage multiple files and deadlines without losing details.
- Comfort using CRMs and transaction or task-management tools; the team uses Follow Up Boss, Compass tools, and monday.com.
- Experience with Google Workspace or Microsoft Office.
- Hands-on experience using AI tools such as Claude or ChatGPT in work.
- Strong, professional communication skills, including the ability to respectfully and directly hold agents accountable for outstanding tasks.
- Dependable, self-directed approach, with ownership of work and follow-through.
- Ability to work in person at the Lexington or Winchester office.
- Willingness to work business hours with flexibility for occasional evening or weekend client events.
Nice To Haves
- Active real estate license; not required.
Responsibilities
- Open transaction files and track critical dates, including inspection, financing, appraisal, and closing.
- Coordinate agents, clients, lenders, title companies, attorneys, and inspectors to keep transactions moving.
- Collect and organize transaction documents, identify problems early, and update agents on due or missing items.
- Coordinate closing logistics and client follow-up, including requesting a five-star review.
- Support agents by building listing presentation binders, preparing for open houses, handling listing paperwork, and coordinating photography, signs, and vendors.
- Coordinate team meetings, call nights, and client events.
- Regularly check Follow Up Boss to ensure leads and activity are logged, and report on pipeline, listings, and year-to-date goals.
- Update tasks in monday.com so the team leader can see the status of work.
- Help develop and document processes and checklists as new agents join the team.
- Use AI tools to work more efficiently.
- Keep the team leader updated at least every other day and communicate directly when work is waiting on others.
Benefits
- Two weeks of paid time off plus major holidays.
- Private office space in Lexington.
- Bonus for every transaction that closes, paid monthly.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
