Real Estate Virtual Assistant / Transaction Coordinator

Levy Pham Realty is seeking a Transaction Coordinator who can effectively service leasing and sales agents and their valued clients from pre-listing needs to contract and all the way to close. This Transaction Coordinator position is responsible for beginning to end aspects of processing real estate transactions, which includes facilitating the transfer of data and escrow documentation into our internal filing system, validating all necessary documentation required for file compliance is both accurate and complete, and adhering to audit guidelines for commission processing. You’ll work to make sure photography and home inspections are arranged, schedule inspection repair appointments, and assure offers and counteroffers are acknowledged and presented to the agent. The Transaction Coordinator will work hand in hand with our agents to help facilitate their transactions and ensure all deadlines are met. We are looking for applicants with a focused work ethic that can produce high-level and great-quality work while maintaining an open mind to continuous learning and how to best streamline our process.

Responsibilities:
* Schedule photography, inspections, closing dates
* Ensure inspections are scheduled and assist with negotiating and completing any necessary repairs
* Support sales agents, clients, and other parties with escrow-related paperwork, such as appraisals, titles, and mortgage loans
* Collect and organize all necessary data and documents to ensure transactions are created promptly and all documents are uploaded properly and systematically into our back-office system
* Utilize tasks and checklists to manage various stages of transactions, ensuring file compliance, and following any action items through completion
* Aid leasing and sales real estate agents and clientele with paperwork and ensure the completion of all escrow documents, such as appraisals, title policy, the mortgage loan process, and following up on any amendments
* Closely check all documentation to confirm they have the correct signatures and dates, assuring that the closing process has been done accurately and efficiently
* Generate friendly communications to agents/office regarding incomplete or missing documentation as required for processing or commissions audit
* Process all listings, sales, leases, and referrals in a timely manner with precision, efficiency, and in accordance with standard operating procedures
* Skillfully calculate, prepare, and deliver commission disbursement authorizations for pending sales
* Carefully review final settlement paperwork with all funds received/paid in order to proficiently process closings and to reduce post-closing deal adjustments
* Run reports to reconcile and organize data for tracking all upcoming closings, and escalating unpaid deals
* Obtain seller’s approval for the buyer’s offers and counteroffers to ensure the transaction process goes as quickly as possible
* Additional duties as required by business need and assigned by the broker

Qualifications:
* Preferred at least one year of real estate transaction coordinating experience
* Applicants must possess exceptional organizational, verbal, and written skills
* Ability to learn company-specific software programs and applications.
* Desirable Experience with GSuite, Google Docs, Google Sheets, project management tools (we use Trello), and CRMs (we use KVCore), Dotloop/Docusign, back office system
* Proficient in all TREC real estate documents
* Knowledge in how to write offers, listing agreements, buyer agreements, etc.
* Motivated to serve people and provide excellent customer service

Desired Traits:
* Good time-management skills and competence working in a very fast-paced environment
* The ability to learn and adapt quickly, with exceptional attention to detail and organization
* Excellent written and verbal communication skills
* A high degree of professionalism
* The ability to build a great rapport with clients and colleagues
* Organized, detail-oriented self-starter with an aptitude for diligently completing tasks
* Strong communication and follow-up skills
* Punctual work ethic
* Being a critical problem solver
* Be able to handle multiple projects at one time
* Staying on top of tasks and files
* Efficient with mobile/ virtual transaction work

Who You Are
* Self-motivated and able to work independently in a fast-paced, high-volume, paperless environment
* Committed to delivering a consistently high level of customer service to our real estate agents and their clients
* Devoted to details, discovering missing, incorrect, or incomplete files, then bringing to the attention of the agent and/or broker, showing initiative, and pursuing solutions
* Multi-tasker, capable of prioritizing and processing a large number of items concurrently, often under pressure of impending deadlines
* Team player who aligns with company goals, easily adapts to change, and embraces new technology and systems