Now Hiring - ARC Realty, LLC - Licensed Transaction Coordinator in Hoover, AL

Full description of the position

Position Title : Transaction Coordinator Reports To : Executive Assistant and Team Lead Realtor Job Summary : The transaction coordinator (TC) is integral to delivering a seamless and exceptional client experience throughout the real estate journey. From the initial buyer or listing agreement through closing and post- transaction follow-up, the TC ensures every detail is managed with precision and care. This role encompasses all aspects of client care, including transaction coordination, proactive client communication, agent support, and operational tasks, Key ResponsibilitiesTransaction Coordination (Contract to Close) * Manage the full lifecycle of buyer and seller transactions, ensuring all necessary documentation is complete, accurate, and submitted in a timely manner. * Facilitate communication between clients, agents, lenders, title companies, inspectors, and other parties to ensure smooth progress and resolve any issues promptly. * Track critical deadlines, such as inspection periods, financing contingencies, and closing dates, and ensure all parties are informed of upcoming milestones. * Schedule and find agents for open houses, coordinating participation and ensuring all event details are organized and communicated effectively. * Confirm all parties have received and signed required documents, including contracts, disclosures, addenda, and amendments, and upload them to the appropriate platforms. * Coordinate and schedule all forms of home inspections, appraisals, and final walkthroughs in collaboration with clients and agents. * Ensure all closing documents are prepared and distributed to the relevant parties before closing day. * Maintain accurate transaction records and update transaction management systems to reflect current statuses. * Assemble thoughtful and personalized closing gifts from our team "gift closet" as requested * Conduct post-closing follow-ups with clients to ensure satisfaction, answer questions, and offer additional support. * Add clients to relevant databases such as LOLO or future contact databases for birthdays and home anniversaries. Administrative and Organizational Support * Maintain and organize records related to transactions, client communications, and referral programs. * Grant access to homes for showings, hold open houses, and other licensee applicable tasks, as needed * Manage box truck rental coordination via the Honeybook platform, ensuring clients have access to the rental when needed. * Maintain and update the box truck rental calendar in Google Calendar, ensuring availability is clear to all relevant parties. * Oversee the client referral system * Send birthday cards, home anniversary cards, and Christmas cards to clients. * Send thank-you cards to other agents post-closing * Assist executive assistant with other team tasks, as needed. Qualifications * Experience : Previous administrative, client-facing, or real estate transaction coordination experience strongly preferred, but not required. * Skills : Will be expected to handle 20-30 transactions at any given time. * Technology : Highly skilled with technology and possessing an ability to adapt to evolving systems. Experience with MLS software, CRM software, and Notion is a plus. * Communication : Excellent verbal and written communication skills to interact professionally with clients, agents, and vendors. * Work Ethic : Self-motivated, proactive, and dedicated to providing top-tier client service. Work Schedule: Full-time, Monday through Friday. This is a hybrid position that is about 30% in office and 70% virtual. There is some flexibility in working hours, but availability during standard business hours is required, with occasional adjustments to accommodate client needs or urgent tasks. We also hold weekly, in person meetings on Mondays at 8:30AM. Compensation: This is a 1099 position. This position offers a base pay of $20 per hour, with a $100 bonus for each successfully closed deal. There will also be a 25% referral bonus upon closing for licensed agents who refer clients to the team. Pay: $20.00 per hour Work Location: Hybrid remote in Hoover, AL 35244