Transaction Coordinator

Job Description

Job Description

The Transaction Coordinator / Client Care Coordinator plays a vital role in delivering exceptional service to clients from contract to close and beyond. This person ensures clients feel supported, informed, and cared for throughout their real estate journey while assisting agents with administrative tasks and communication.

We are looking for an individual who is organized, helpful, EXTREMELY detail-oriented, and learning-based. Working on our team, you will bring your dynamic personality, consultative spirit, and desire for excellence in all that you accomplish. You will manage our real estate transactions from pending to closing. You’ll work to make sure deposits are delivered or received, home inspections are arranged, schedule inspection appointments and repairs, deadlines are in compliance per the agreement, and ensure offers and counteroffers are approved.

Applicants should enjoy helping people and continually learning how to streamline our process. They will relish the opportunity to take on greater responsibilities and will be eager to demonstrate your ability to push the team closer to achieving its goals, as well as be deeply committed to the team achieving greater levels of success. As you succeed in the role, you may have opportunities to grow and increase your responsibility and income.

Compensation :

• $65,000 - $75,000 salary plus bonus potential
• Benefits negotiable
• PT

$65,000 - $75,000

• Serve as the primary point of contact for clients, providing regular updates and exceptional service
• Manage and nurture client relationships during and after transactions.
• Coordinate home inspections, appraisals, and other service appointments
• Communicate with lenders, title companies, and cooperating agents to ensure smooth transactions
• Maintain accurate records in CRM systems and follow up on key dates
• Assist with client appreciation events, gifting, and retention programs
• Respond promptly to client inquiries and resolve any issues with professionalism
• Ensure a smooth, stress-free experience for clients from start to finish
• Update client information via the client database system, track transaction activities, and submit each necessary document to the office broker for file compliance
• Schedule home inspections and any necessary repairs, and assist in negotiations regarding repairs
• Oversee all administrative tasks regarding home buyer and seller transactions from executed purchase agreement to close
• Obtain seller’s approval for the buyer’s offers and counteroffers to ensure the transaction process goes as quickly as possible
• Arrange for and attend events regarding the closing process, including moving schedules
• Manage post-closing systems and past client communication
• Keep lead agents informed regarding any problems or issues that need to be handled
• Responsible for financial systems, including maintaining books, relocation services, & paying bills
• Implement projects from agents as needed
• Manage all incoming/outgoing leads, prospects, & referrals, track sources of business & keep team numbers on track
• Manage calendars & appointments for multiple team members
• Consult & provide customer service for clients, negotiate inspection responses, & handle all closing issues
• Manage vendor relationships
• Assist with team and office logistics
• Oversight of contracts through closing

• Outstanding communication and customer service skills
• Highly organized with attention to detail
• Ability to manage multiple priorities and deadlines
• Tech-savvy (CRM systems, MLS, Google Suite, etc.)
• Calm under pressure and solution-oriented
• Highly detail-oriented and organized
• Excellent time management and follow-through
• Strong communication and problem-solving skills
• Knowledge of real estate contracts, deadlines, and compliance requirements
• Proficiency in transaction management software (Dotloop, Skyslope, etc.)
• Strong written & verbal communication skills
• Exceptional organizational & project management abilities
• Learning-based
• Strong consultation & customer service skills
• Service-based attitude
• Tech savvy; up-to-date with the latest office gadgets and applications, and able to navigate new systems quickly
• Able to multitask and prioritize daily workload - can work on multiple projects at once
• Exceptional critical thinking skills
• Independent working with the ability to work at a fast pace
• Detail-oriented and an enjoyment of completing a large volume of tasks
• Candidate will need to be willing to obtain a real estate license upon hiring (Agent will reimburse)
• Comfortable handling strong personalities
• Must be thorough and LOVE to-do lists
• This person must have a CAN and WILL DO attitude. This person will be willing to help out wherever needed to help the team succeed

The Ciprani & Sweeney Team, co-owned by Linzee Ciprani and Deneen Sweeney, is a dynamic group of talented professionals operating within Keller Williams Real Estate. Our team leverages an expert marketing process and proven systems that have driven success in hundreds of real estate transactions.

From the initial consultation to the final handshake, our dedicated staff works tirelessly to turn your real estate goals into a reality. With a client-centric approach, we tailor strategies to meet your unique needs, expertly navigating challenges with years of experience and care. For us, success isn’t just measured by closed transactions—it’s about the lasting relationships we build and the outstanding results we achieve for each individual client.