Transaction Coordinator

Full time

Office locations: Champaign, IL

SUMMARY

The Transaction Coordinator performs daily activities necessary to operate a residential real estate office.  TheTransaction Coordinator is a professional and personable resource to the Sales Agents and the public.  They perform a variety of receptionist and administrative activities.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Scan and deposit checks

• Perform receptionist responsibilities: including greeting visitors, answering incoming calls, scheduling appointments,  providing general information regarding real estate listings, process listings, sales and closings - especially when admin is gone

• Assembles buyer and listing packets 

• Processes some pendings in Dotloop and Darwin while she is completing TC duties 

• Main point person for OLL events including organizing and set up

• Updates our office calendar and sends out weekly updates

• Completes a Dotloop 101 class/refresher for newer agents when they have their first few files.

• Takes attendance for our trainings and tracks yearly

• Assists agents with various forms, technology questions or issues

• Send executed contracts to attorneys and lenders in a timely manner

• Ensure all contracts and documentation meet compliance standards

• Coordinate closing logistics with affiliated partners, agents, and service providers

• Order termite inspections and distribute reports and invoices to relevant parties

• Order home warranties for pending transactions and provide confirmation documentation

• Communicate and distribute closing confirmations to all parties

• Prepare and distribute agent compensation statements

• Maintain escrow compliance in accordance with company and regulatory standards

• Coordinate the setup of escrow accounts for upcoming closings

• Accurately enter and manage transaction data within the Darwin system

• Prepare transaction files for closing and coordinate the disbursement of escrow funds

• Maintain and update leaderboard and performance tracking data

• Maintain organized and accurate files on all work processes

• Open and close the office daily per local office instructions (turn on lights and radio, computer monitors, make coffee, straighten office areas, etc.)

• Support the managing broker as needed

QUALIFICATIONS

• Excellent communications skills

• Personable and friendly

• Proficient with technology (Microsoft Office, Google products and other back-office software)

• Ability to work well under pressure balancing multiple priorities and assignments to meet deadlines

• Consistent with follow up and follow through

• Strong typing skills

• Ability to handle and resolve recurring problems

• Must be highly organized

• Adaptable to various personalities/situations

EDUCATION and/or EXPERIENCE

• Combination of education and experience sufficient to successfully perform the essential duties of the job

LANGUAGE SKILLS

• Ability to read and understand documents and to communicate with agents and other staff members in a courteous and professional manner

MATHEMATICAL SKILLS

• Basic Accounting knowledge helpful in processing closings, deposits and the monthly billing statements

REASONING ABILITY

• Ability to define the problem, establish facts and draw a valid conclusion to solve the problem and plan initiatives

PHYSICAL DEMANDS

• Stamina to maintain attention to detail despite interruptions

• Strength to lift and carry files weighing up to 3 pounds

• Vision to read printed materials and a computer screen

• Hearing and speech to communicate in person and over the telephone

WORK ENVIRONMENT

• Frequently subject to interruptions in a moderate noise level office setting

HOURS

• Monday - Friday, varies by office