Job Description

Job Description

Job Description

Do you enjoy making sure all the details of a Real Estate transaction are successfully completed? Are checklists and organization your jam? Do you enjoy helping people achieve their goals? Sound like you?

At Keller Williams Preferred Realty, we are searching for our new In-House Transaction Coordinator to provide transaction support to our agents. The Transaction Coordinator will cultivate relationships with agents in our office to generate new & continuing business for the Transaction Coordinator's Menu of Services. Applicants should enjoy helping people, building relationships, is detail-oriented and continually learning how to streamline our process to ensure a high level of customer service to both our Realtor® partners and their clients.

A real estate license is required for this position. This position is an in-office position. There is a base pay, paid on the 15th and last day of the month, plus a per transaction bonus paid monthly for successfully closed files. This position does require evening and weekend hours. While we do not expect this position to regularly work more than 40 hours per week, the needs of the business may require the position to work regularly work more than 40 hours per week.

$40,000 - $50,000 potential base + bonus

Overview of Responsibilities:

• Prepare the required Real Estate documents for client signatures and completion
• Follow KWPR compliance procedures and guidelines
• Maintain a status calendar of important transaction deadlines
• Communicate with clients, vendors, and agents throughout the selling process, answer questions, and educate as necessary
• Ensure all terms of the purchase agreements are met within the stated terms and dates
• Conduct daily written and verbal communication with all parties involved in a transaction
• Build, implement, and manage systems for better efficiency within the role
• Maintain the database and update client files on any changes to any agreements
• Will require some after-hours responses to clients (important to set up boundaries of what your after-hours responses will look like)
• As a member of the Leadership Team, the applicant will be expected to attend morning huddles, weekly D10 accountability meetings, weekly team meetings, assist with MC-sponsored client events, and teach 1 class per month regarding transaction support (AuthentiSign/DocuSign/Command, etc.).

Regular Job Duties:

• Main point of contact for handling customer inquiries and calls for your agents' clients
• Respond to all incoming client communications the same day within normal business hours. Have a communicated expectation of when communication received outside of your hours will be handled/responded to.
• Audit all transaction files with 100% touches up to date, update the Command accordingly
• Complete weekly client phone call and log activity in the Command listing file notes
• Foster customer loyalty through high-quality interactions at each step
• Managing the customer relationship process from contract to close.
• Developing effective ways for better communication and increased customer satisfaction.
• Conflict resolution - think independently and be proactive. Get coaching when stuck, and do not give your agents the job back
• Create systems around ownership of the transaction logistics to protect the agent’s 20% and own the next steps at all costs unless required to be handled by the agent (if so, you still close the loop)
• Management of VA support through effective systems and task planning
• Contract processing, creating addenda, and signature audit.
• Communicate with clients, Agents, Lenders, and Title Companies; from opening of escrow to final settlement
• Update Team spreadsheets and reports regularly, so most up-to-date information is provided
• Daily audit of files - reporting what was done
• Meeting commitments and goals set on 4-1-1
• Follow contract contingency dates closely to ensure deadlines are met for loan-related conditions, inspection deadlines, HOA document review, appraisals, etc.
• Managing all pending contract files and ensuring proper touches/connections through the file audit Process. All filesare kept up to date and maintained with the highest level of customer service, communication, and expectations across all channels of the transaction
• Change MLS status
• Order Home Warranties
• Order HOA docs if applicable
• Notify your agents' listing managers/DOO/EA for staging removal/sign removal/lockbox removal or coordinate yourself if no listing manager per your agents' needs
• Process contract and obtain compliance with Keller Williams Preferred Realty using Command
• Complete and submit the required documentation and submit DA requests/Broker Demands. Verify with the agent/TL DA’s are correct prior to settlement, and the title company/attorney has received it for disbursement.
• Scheduled phone update/alignment call with each agent at least once per week to review their pending files
• Daily audit of the file to stay ahead of red flags and increase the efficiency of the original contract settlement dates. What is the next logical step after the last status update? Give feedback to the appropriate parties.
• Reporting in Command with an update on what was done. Co-op and agent spoken to twice a week, lender twice a week, title twice a week.
• Effective communication around contingencies, call/email about inspections before and after inspection, as well as the appraisal process specific to locations/regions.
• Work directly with the agent for coordination on home inspection, appraisal, walk-through, and closing dates scheduling

Key Skills – What behavioral traits, attitudes, and skills are required?

• Calm and cool under pressure with a high degree of independence
• Ability to effectively communicate both written and oral
• Display excellent customer service skills
• Self-motivated and able to work well independently
• Resilient
• Able to set priorities, plan, and organize tasks, and complete tasks timely
• Demonstrate problem assessment and problem-solving skills
• Strong organizational and follow-through, ownership, and accountability
• Ability to learn new processes and procedures
• Extreme attention to detail with a high level of accuracy
• Desire to exceed customers’ and agents’ expectations
• Accepts challenges, sets goals, and exceeds them
• Demonstrate initiative, reliabilit,y and teamwork skills

Frequently recognized as the most innovative and agent-friendly brokerage in the nation, Keller Williams is a gathering place for the industry's best real estate agents. The company has grown exponentially since the opening of the first Keller Williams Realty office in 1983 and continues to cultivate an agent-centric, education-based, technology-driven culture that rewards associates as stakeholders.

Keller Williams Preferred Realty is powered by a mission to help real estate agents build careers worth having, businesses worth owning, lives worth living, experiences worth giving, and legacies worth leaving.

Keller Williams Preferred Realty’s purpose is to serve agents and impact lives. As a leadership team, we show up daily with the intention of doing this daily!

Candidates must provide a portfolio to be considered as a candidate.

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