Transaction Coordinator

Transaction Coordinator
for Top Real Estate Investment Company
Who are we looking for?
Top Real Estate Investing Team seeks a dynamic, highly self-reliant, goal-oriented, part-time administrative professional that’s interested in a long-term career in real estate. We want someone that can help take our team to the next level!
This individual will manage all of the files for each property our company is in the process of acquiring and disposing of properties and will be the main liaison between the clients and our company. Will oversee all upcoming closings for the acquisitions and dispositions departments and will assist with other office and administrative duties for the Operations Department as needed. Also responsible for collaborating between all other departments to ensure a smooth transition of files from one department to the next.
Must have the skills to work under pressure and time deadlines, be highly organized, efficient and detail oriented. Ability to multitask efficiently and delegate effectively. Needs to possess excellent communication and people skills. Must be self-motivated and driven to succeed on an individual and team level. Team player, positive attitude and enthusiasm are a must.
This individual must have excellent computer and database management skills and be very knowledgeable with the internet and social media sites. Must have the ability to be somewhat flexible with hours and have an ambition for growth and future opportunities.
What’s in it for you?
Work for a growing company with learning and career opportunities for you
Per file payout structure (flexible)
Opportunities for additional compensation for helping us grow the company
Work in a highly engaged office environment, and on a team where everyone has each other’s backs and supports you 110%
Working with a company where you can make a real difference in our clients’ lives and our company’s success
Can work from home/ other office
What will you do?
These are the standards a well-above-average performer will maintain or exceed:
The Transaction Coordinator is an individual who is outgoing, draws energy from working with people, and is optimistic.
They are willing and able to provide “referral worthy” customer service while efficiently and effectively managing the entire real estate acquisitions and dispositions closing processes with very little oversight, and at little or no hassle to clients and third parties.
This person relishes the opportunity to build, implement, and effectively manage multiple systems and coordinate with other team members. They require not only an administrative mind, but also a sales orientation.
They are resourceful and deeply committed to creating and using multiple systems to help the team complete their tasks the right way with a high degree of quality (not letting anything slip through the cracks), impeccable attention to detail, and always providing amazingly consistent communication and follow-up.
They have a strong sense of urgency, but not at the expense of quality. This person has immense focus and can do one thing for a long time without getting distracted.
This individual may exhibit some drive and desire to influence; however, the overriding marker of his/her behavior is persistence and stability. They demonstrate on a daily basis the knowledge, attitudes, skills, and habits of a high achiever who is committed to putting clients first, doing the right thing even when no one is looking, being adaptable to change, always seeking to learn more, and is solutions oriented.
This person should have training and/or prior experience in real estate, including communication through email, text, and over the phone. Preferably, this person will have experience with contact management software, and general business software.
The Transaction Coordinator is deeply committed to supporting our team in achieving greater and greater levels of success, and to growing his/her own skills while developing into a supportive leader within the team. As the success of the team grows, this individual will be responsible for organizing and upgrading SOPs within the Operations Department to be completed so that we are effective, strategic, and competitive.
Core Values – what we stand for as a company:
Humble – knowing our limits and when to ask for help; not over committing or under delivering.
Integrity – Matching intentions to behaviors. Do the right thing, even when no one is looking.
Innovative – open to modifying current offers to produce marginal utility often (every 15 minutes) to produce uncommon outcomes as well as anticipate drifts in the marketplace.
Servant Leader – customer oriented and deep joy from helping/solving other people’s problems.
Ambitious – Embodies the skill of the development of your personal commitment to specifying and producing satisfactory conditions in the future for yourself and the people with whom you are concerned.
Strategic – always holding the plan of action to fulfill an outcome and take care of the business concerns so you can take care of your personal concerns.
Transaction Coordination duties and responsibilities include, but are not limited to…
Oversight or Execution of the following:
Act as liaison between Acquisition and Dispositions (mainly Kris), real estate agents, clients, attorneys, title companies, and other vendors during the closing process of a real estate sale to ensure that fiduciary service is delivered from contract-to-close.
Be the first point of contact/resource for the Blue Ridge Ventures team and sellers regarding all questions that arise throughout the closing process (and attorneys, lenders, buyers, title company representatives, other transaction coordinators/realtors, etc.).
Introductory call & email to the client with copies of all paperwork & everyone’s contact information.
Create a property file for all transactions, maintain detailed notes, records, and compliant files for all transactions inside our Deals Active board.
Order a preliminary title commitment & required form from the title agent (via email)
Coordinate with Acquisition and Dispositions (mainly Kris) and the sellers to ensure all required paperwork and tasks are completed for the property to be listed.
Preparation of all compliance documents as needed.
Upload all property/file info to required data management programs.
Communicate regularly with sellers to include progress reports, send them reminders on actions they need to complete and let them know what each step is in the closing process.
Establish relationships and share relevant information with all third parties, including but not limited to photographers, stagers, inspectors, appraisers, attorneys, title office representatives, and other agents to ensure a smooth closing process.
Monitor, review, & complete all time-sensitive tasks & deadlines through our cloud-based transaction management system.
Coordinate and confirm that earnest money deposits were delivered on time to the title agents (if applicable).
Order, confirm, and inform all parties of all scheduled inspections/property visits upon execution of a contract.
Assist in preparation of all contract addenda and amendments once our Acquisitions/Dispositions/Realtor have finalized negotiations, draft any addenda needed along the way, and keep a record of them on file and ensure they are shared with relevant parties.
Order Flood Elevation Report from an insurance agent to discover any undisclosed insurance issues (if applicable).
Effectively manage the administrative tasks involved in closing a real estate transaction.
Acquire existing survey & title policy (if they exist & are still valid); make sure new survey is ordered by the escrow agent, if needed
Upload all contract documents into our compliance system, & facilitate any corrections and/or missing signatures as needed
Communicate with applicable BRV team members on a daily or weekly basis throughout the transaction regarding all important dates, missing documents, calendar reminders, file compliance status, etc.
Obtain copy of the title commitment, confirm receipt by client
Confirm with lenders that buyer has completed required loan items
Coordinate the appraisal, as needed
Confirm receipt of HOA/condo documentation approval by the title agent & lender, if applicable.
Monitor underwriting process through receipt of loan commitment & appraisal, followed by the clear to close.
Prepare all necessary documentation to have a Net Proceeds form generated for each sale.
Coordination of closing date, time, and location with all involved parties – if mail away, confirmation of receipt return of closing documents package – and notify all parties.
Provide title agent & lender with all documentation needing signatures/initials/dates, confirm assignment/commission amount, & any required invoices to be paid at closing.
Ensure timely delivery of lender closing documents to title agent (if on market).
Ensure title agent has delivered wiring instructions to buyer before closing.
Review all settlement statements/closing disclosures for accuracy, & send them to Kris (or BRV representative) for review.
Follow up with our clients after the sale to check in and request a testimonial and referrals to other potential buyers and sellers of real estate.
General business operations include, but are not limited to…
Oversight or Execution of the following:
For seller communication: Answering the phone line. Expectation is that all phone calls and texts will be answered immediately, or returned within no more than 30 minutes during normal business hours (8am-5pm CST, Monday-Friday).
Scheduling of appointments/inspections.
Maintain contact database system and back-office support – customers, vendors, etc.
Place calls and emails to past clients, and to current vendors and strategic partners, in order to maintain and build relationships, as well as to ask for referrals to other potential buyers and sellers of real estate.
Demonstrate “servant leadership” – never ask another team member to do something that you yourself would not do. Everyone on our team needs to lead from the front!
Bringing constructive feedback and healthy opportunities back to Kris for conversation.
Position Qualifications/Requirements:
Must be comfortable working virtually from home (we don’t have an office for everyone yet)
At least 2+ years of experience in an administrative role
Excellent attention to detail and understanding urgency is a must.
Commitment to learning all day everyday and executing a strategy is a must.
Ability to communicate effectively and coordinate with other team members of BRV.
You will be asked to perform other tasks not listed above on an as-needed basis, so flexibility and adaptability to change is important.
Must be highly computer and technology literate – especially with both Mac and PC platforms, various CRM systems, and Google Apps for Business
Must have a reliable computer with at least 250 Gb of hard drive space, a fast processor, ability to create and view DocuSign, and the Google suite of products (Word, Excel, PowerPoint, etc.)
Must have a reliable smartphone with a sizable data plan