Real Estate Transaction Coordinator

Position Overview World Class Title is looking for a highly organized, proactive Sales Administrator / Transaction Coordinator to be the connective tissue between our sales team and our internal operations team. This person keeps files moving smoothly from start to finish. The core mission of this role is simple: free our sales representatives to do what they do best which is to build relationships and secure new business. This role will absorb the administrative and coordination work that pulls the sales team away from new business. You will learn how each rep prefers to work, fill the gaps in their individual process, and make sure nothing falls through the cracks. Because no two reps operate the same way, this is a role for someone who is adaptable by nature. Some reps will want you focused on behind-the-scenes administrative tasks; others will want you out front, communicating with clients and coordinating the parties to a transaction. You will flex between both modes and tailor your support to each sales representative. Key Responsibilities Transaction Coordination Manage files through every stage of the pipeline — from marketing handoff and order opening, through title work, to a clean and on-time closing. Track key dates for each transaction, and keep all parties informed of what is due and when. Maintain accurate, up-to-date records in company systems so that file status is always clear at a glance. Assemble, review, and route documentation, ensuring files are complete and accurate before they advance to the next stage. Sales Team Support Learn each sales representative's individual workflow, preferences, and communication style, and tailor your support accordingly. Identify and fill the gaps in each rep's process so they can stay focused on prospecting, relationships, and securing new business. Client-Facing Communication Serve as a friendly, professional point of contact for clients, agents, lenders, and other parties. Coordinate follow-ups and information requests, as needed. Communicate updates clearly and promptly, representing World Class Title with a service-first, positive attitude. Operations Partnership Work closely with the internal operations team to monitor file progress and stay ahead of potential bottlenecks. Communicate delays and risks early and clearly to the affected reps and clients, with a plan to resolve them. Act as a two-way bridge between sales and operations, ensuring expectations, timelines, and handoffs are understood on both sides. Qualifications & Skills Exceptional organizational skills and strong attention to detail; able to manage multiple files and deadlines at once. Adaptability - comfortable adjusting your approach to fit different personalities, work styles, and preferences. Clear, professional written and verbal communication. A proactive, problem-solving mindset - you look around corners and prevent issues rather than just react to them. Strong interpersonal skills and a genuine service orientation. Comfort with technology and the ability to learn processing and CRM systems quickly. Ability to stay calm, accurate, and dependable under deadline pressure. Preferred Experience Prior experience in real estate, title, escrow, mortgage, or a related transaction-driven industry. Background in transaction coordination, sales support, or administrative coordination.

Pay:

$36,000.00 - $42,000.00 per year

Benefits:

401(k) Dental insurance Health insurance Paid time off Vision insurance

Work Location:

In person