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Key Responsibilities and Required Skills for Sales & Closing Coordinator

💰 $45,000 - $65,000

SalesClient ServicesAdministrativeReal EstateTransaction Management

🎯 Role Definition

The Sales & Closing Coordinator acts as the central hub for all post-agreement, pre-closing activities. This individual is the primary liaison between sales agents, clients, lenders, attorneys, and other third-party vendors. Their core mission is to manage the intricate details of the closing timeline, ensure document accuracy and compliance, and provide exceptional communication to all parties. This role is crucial for mitigating risks, preventing delays, and ultimately driving client satisfaction and successful, on-time closings, thereby allowing the sales team to focus on generating new business.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Sales Assistant
  • Administrative Coordinator
  • Client Service Representative
  • Junior Paralegal

Advancement To:

  • Senior Closing Coordinator / Transaction Manager
  • Sales Operations Manager
  • Account Executive
  • Licensed Sales Agent / Realtor

Lateral Moves:

  • Client Success Manager
  • Sales Operations Analyst
  • Compliance Coordinator

Core Responsibilities

Primary Functions

  • Act as the primary point of contact for clients, sales agents, lenders, and legal counsel from contract acceptance through the final closing, providing consistent and proactive communication.
  • Meticulously manage the entire transaction timeline, diligently tracking all contingency dates, deadlines, and critical milestones to ensure nothing is missed.
  • Prepare, review, and distribute all necessary legal and sales documents, ensuring complete accuracy, proper execution, and adherence to all compliance standards.
  • Initiate and coordinate scheduling for key events in the transaction process, including property inspections, appraisals, final walk-throughs, and the closing appointment itself.
  • Develop and maintain a comprehensive digital file and checklist for each transaction, ensuring all required documentation is collected, organized, and readily accessible.
  • Proactively identify and troubleshoot potential issues or roadblocks that could jeopardize a timely closing, working collaboratively with all parties to find effective solutions.
  • Maintain and update the Customer Relationship Management (CRM) system with detailed notes, status updates, and all correspondence for each transaction, ensuring a transparent record of activity.
  • Assist the sales team in drafting and preparing initial offers, counter-offers, and addendums, ensuring all terms are accurately reflected as per the agent's direction.
  • Secure and manage earnest money deposits, ensuring they are properly receipted, deposited into escrow, and accounted for in accordance with regulations.
  • Coordinate with title companies and attorneys to review title commitments, clear any title defects, and prepare the final settlement statements (like the HUD-1 or Closing Disclosure).
  • Prepare and submit commission disbursement authorizations to the title company or accounting department, ensuring accurate calculation and timely payment to all involved agents.
  • Conduct a final audit of the completed transaction file post-closing to ensure all documents are fully executed, compliant, and archived correctly.
  • Facilitate the smooth transition for clients by coordinating the transfer of utilities, keys, and providing them with their final closing package.
  • Serve as a knowledgeable internal resource for the sales team, providing guidance on contract procedures, compliance questions, and best practices for a smooth closing process.
  • Gather and process client feedback and testimonials post-closing to support the company's marketing efforts and drive continuous improvement in the client experience.
  • Generate and present regular reports to sales leadership on pipeline status, closing timelines, conversion rates, and other key performance indicators.
  • Verify that all conditions of the purchase agreement and lender requirements have been satisfied prior to authorizing the closing.
  • Manage and build strong professional relationships with a network of preferred vendors, such as inspectors, lenders, and attorneys, to ensure reliable service for clients.
  • Oversee the ordering and review of all necessary reports, such as surveys, elevation certificates, and homeowners' association documents.
  • Communicate with clients to explain the closing process, answer their questions, and set clear expectations to ensure they feel supported and informed.

Secondary Functions

  • Assist in the development and refinement of internal process documentation, checklists, and templates to enhance the efficiency and consistency of the closing process.
  • Support the onboarding and training of new sales agents by providing comprehensive instruction on transaction management software, compliance protocols, and workflow.
  • Collaborate with the marketing team by providing data on closed sales, client success stories, and testimonials for use in promotional materials.
  • Participate in team meetings to provide updates on the closing pipeline and contribute to strategic discussions on improving sales operations and client service.
  • Maintain an up-to-date knowledge of industry regulations, real estate laws, and best practices to ensure ongoing compliance and risk mitigation for the organization.

Required Skills & Competencies

Hard Skills (Technical)

  • Proficiency in CRM software (e.g., Salesforce, HubSpot, Zoho).
  • Expertise in transaction management and e-signature platforms (e.g., DocuSign, SkySlope, Dotloop).
  • Strong command of the Microsoft Office Suite, particularly Excel for tracking, Word for document creation, and Outlook for communication management.
  • In-depth knowledge of real estate contracts, mortgage lending processes, and title/escrow procedures.
  • Familiarity with compliance standards and legal requirements governing sales transactions in the relevant industry (e.g., RESPA in real estate).
  • Ability to generate and interpret reports on sales pipelines and closing metrics.

Soft Skills

  • Exceptional Organizational Skills: The ability to manage multiple transactions and deadlines simultaneously without sacrificing quality.
  • Meticulous Attention to Detail: A critical eye for accuracy in documents, dates, and financial figures to prevent costly errors.
  • Proactive Communication: The instinct to provide updates before they are requested and keep all stakeholders informed at every stage.
  • Problem-Solving & Resourcefulness: The capacity to anticipate challenges and independently find creative and effective solutions under pressure.
  • Unflappable Demeanor: The ability to remain calm, professional, and positive when dealing with tight deadlines, complex issues, and anxious clients.
  • Client-Centric Mindset: A genuine passion for providing outstanding service and creating a positive, memorable experience for every client.
  • Team Collaboration: The skill to work seamlessly with sales agents and other departments, understanding that collective success is the ultimate goal.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or equivalent.

Preferred Education:

Bachelor's or Associate's Degree.

Relevant Fields of Study:

  • Business Administration
  • Real Estate
  • Communications
  • Paralegal Studies

Experience Requirements

Typical Experience Range:

2-5 years in an administrative, coordination, or client-facing role.

Preferred:

A minimum of 2 years of direct experience as a Transaction Coordinator, Closing Coordinator, Loan Processor, or Paralegal within the real estate, mortgage, or legal industries. Experience managing a high volume of files simultaneously is highly advantageous. A real estate license is often a plus but not typically required for this role.

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