Job Description

Overview

Join to apply for the Listing Manager/Transaction Coordinator role at The Mark Waldhoff Team at Keller Williams Realty, TREC .

We are seeking a highly organized, detail-oriented, and proactive individual to join our team as a Transaction Coordinator & Listing Manager . This pivotal split role will be responsible for overseeing all administrative aspects of real estate transactions from contract to close, as well as helping to manage the entire listing process for properties. The ideal candidate will ensure smooth operations, maintain meticulous records, and provide superior support to our agents and clients, allowing our agents to focus on building relationships and growing the business.

Who we are looking for?

This is an individual who draws energy from working with people, is optimistic, and has a strong sense of urgency, but not at the expense of quality. In addition, they demonstrate daily the knowledge, attitudes, skills, and habits of a high achiever who is committed to putting clients first, doing the right thing, and seeking win-win agreements. This person must be adaptable to change and be solutions-oriented. They will manage the entire contract-to-close process efficiently and effectively to ensure all transactions close on time, with little or no hassle to clients and third parties. This individual must provide exceptional customer service.

Responsibilities

Transaction Coordination

• Manage all administrative tasks from contract ratification to close, ensuring a seamless and efficient transaction process.
• Serve as the primary point of contact and communication hub between clients, agents, lenders, title companies, and other parties involved in the transaction.
• Monitor and track all critical deadlines, contingencies, and contractual obligations.
• Prepare, organize, and review all transaction documents, including purchase agreements, disclosures, and closing statements, ensuring accuracy and compliance.
• Ensure all necessary documents are properly signed, filed, and submitted to the office broker for compliance.
• Provide regular updates to clients and agents on the transaction's progress.

Listing Management

• Oversee the entire listing process from pre-listing activities through active marketing.
• Create and manage marketing materials for listings, such as flyers, virtual tours, and online/social media advertisements.
• Coordinate property preparation, including scheduling photography, staging, and any necessary repairs or cleaning.
• Input and maintain accurate and compelling property information in the Multiple Listing Service (MLS) and other marketing platforms.
• Assist in scheduling and coordinating showings, open houses, and client feedback.
• Ensure all listing agreements and disclosures are completed and properly executed.
• Monitor listing performance and provide updates to sellers.

Qualifications

• Proven experience in real estate administration, transaction coordination, or listing management is very helpful.
• Exceptional organizational and time-management skills with the ability to manage multiple priorities and deadlines simultaneously.
• Meticulous attention to detail and accuracy.
• Excellent written and verbal communication skills, with a professional and client-focused demeanor.
• Proficiency in real estate software, CRM systems, and basic office software is a plus.
• Ability to work independently and as part of a collaborative team.
• A strong problem-solver with a proactive approach to potential issues.
• Real estate license is not required.

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