Transaction Coordinator & Sales Systems Specialist

Transaction Coordinator & Sales Systems Specialist Alturas Homes - 4.4 Eagle, ID Job Details Full-time $70,000 a year 2 hours ago Benefits Health savings account Health insurance Dental insurance 401(k) Paid time off Vision insurance 401(k) matching Life insurance Qualifications Teamwork Customer inquiry handling Administrative experience Real estate administrative experience Attention to detail Sales management systems proficiency Organizational skills CRM system proficiency Full Job Description Position Overview The Transaction Coordinator & Sales Systems Specialist is responsible for managing the administrative, contractual, and system-driven aspects of the sales process from listing setup through closing. This role ensures all contracts, listings, CRM data, and files are accurate, organized, and up to date, while also supporting initial online buyer engagement and occasional in-person sales support. This position is highly process-driven and plays a critical role in keeping transactions on track, maintaining clean and reliable data, and supporting a smooth customer experience. Key Responsibilities Contract Management (Primary Focus) Prepare, review, and process purchase agreements and addenda Send documents for signature and ensure full execution Open title and coordinate with escrow and lenders Track all deadlines, contingencies, and contract milestones Ensure all required documentation is complete and compliant Proactively follow up on outstanding items to keep transactions moving Listing Management (Operational Only) Upload listings to MLS, including photos and required documentation Ensure listing accuracy at time of entry (pricing, specs, status, availability) Coordinate initial setup across platforms (MLS, CRM, NterNow, etc.) Update listing statuses based on contract milestones

Note:

Ongoing marketing strategy, creative content, and listing enhancement are managed by Marketing. CRM & Sales Systems Management Create and manage deals, contacts, and pipeline stages in HubSpot (CRM) Maintain accurate and up-to-date buyer, listing, and transaction data Track buyer activity, contract status, and sales milestones Support data integrity and reporting accuracy across systems File Management Maintain organized digital transaction files in OneDrive or designated systems Ensure all contracts, addenda, and supporting documents are properly stored Keep files complete, accessible, and audit-ready Maintain consistent file organization and naming standards NterNow Management Manage NterNow access for active homes Ensure accurate home information and access instructions Coordinate installation and troubleshooting support as needed Monitor functionality and maintain operational readiness Online Sales Consultant (OSC) Support Respond to inbound online inquiries in a timely and professional manner Provide initial information on homes, communities, pricing, and availability Qualify leads and route prospects to the appropriate sales agent Log and track all buyer communication within the CRM Support consistent lead response standards and follow-up processes Sales Support Provide occasional model home coverage as needed Assist with sales and marketing event staffing and setup Support overall presentation and readiness of model homes and sales environments Assist with buyer-facing coordination during high-volume periods KPI Reporting & Leadership Support Maintain and update sales and transaction reporting data Assist leadership with KPI tracking and reporting Generate and distribute recurring reports related to: Contracts written Closings Lead activity and conversion Listing status and inventory Traffic and inquiry metrics CRM pipeline accuracy Identify inconsistencies or missing data within reporting systems Qualifications 2+ years of experience in transaction coordination, real estate administration, or sales support Strong organizational skills and attention to detail Ability to manage multiple deadlines and transactions simultaneously Excellent written and verbal communication skills Experience with CRM systems (HubSpot preferred) Familiarity with MLS systems and real estate contracts Technical Skills HubSpot or similar CRM MLS platforms (Intermountain MLS preferred) Google Workspace / Microsoft Office OneDrive or digital file management systems NterNow (or willingness to learn) Key Traits for Success Highly organized and process-oriented Detail-driven with strong follow-through Proactive and responsive Comfortable managing multiple systems and priorities Professional, adaptable, and team-oriented What Success Looks Like Transactions consistently move from contract to close without delays or missing documentation CRM and reporting data remain accurate and reliable Listings are entered correctly and maintained in a timely manner Files are complete, organized, and audit-ready Online inquiries receive timely and professional responses Leadership has clear, accurate KPI visibility for decision-making Sales team is supported without administrative bottlenecks

Pay:

$70,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Health savings account Life insurance Paid time off Vision insurance Application Question(s): Do you have previous Transaction Coordination experience? Ability to

Commute:

Eagle, ID 83616 (Required)

Work Location:

In person