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Key Responsibilities and Required Skills for Transaction Manager

💰 $65,000 - $95,000

Real EstateOperationsAdministrativeClient Services

🎯 Role Definition

This role requires a highly organized and detail-oriented Transaction Manager to serve as the backbone of our real estate operations. In this pivotal role, you will be the central hub of communication and execution for all transactions, from the moment a contract is signed to the final closing. You will manage critical deadlines, ensure compliance, and provide an exceptional level of service to our clients, agents, and partners. The ideal candidate is a proactive problem-solver who thrives in a fast-paced environment and is committed to creating a smooth, stress-free experience for everyone involved, allowing our agents to focus on what they do best: serving clients and growing the business.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Real Estate Assistant or Executive Assistant
  • Escrow Assistant or Officer
  • Mortgage Loan Processor or Paralegal
  • Administrative Manager

Advancement To:

  • Director of Operations
  • Senior Transaction Manager / Team Lead
  • Brokerage Manager or Compliance Director
  • Chief Operating Officer (COO) for a real estate team

Lateral Moves:

  • Licensed Real Estate Agent
  • Brokerage Compliance Officer
  • Real Estate Operations Specialist

Core Responsibilities

Primary Functions

  • Manage the entire real estate transaction process from contract execution to successful closing, acting as the central point of contact for all parties involved.
  • Thoroughly review and audit all purchase agreements, addendums, and associated documents for accuracy, completeness, and compliance with state and brokerage standards.
  • Establish and maintain a comprehensive transaction timeline, meticulously tracking all deadlines for contingencies, inspections, appraisals, and financing.
  • Proactively communicate with clients, agents, lenders, title/escrow officers, and attorneys to provide status updates and ensure a smooth flow of information.
  • Initiate and open escrow/title, submitting all necessary contract documentation and contact information to the title company and other relevant parties.
  • Coordinate and schedule key events in the transaction lifecycle, including property inspections, appraisals, final walk-throughs, and closing appointments.
  • Diligently follow up on the removal of all contingencies (inspection, financing, appraisal) and ensure the proper documentation is executed and distributed.
  • Prepare and draft amendments, addenda, and other legal documents as directed by the agent, ensuring precision and timely execution.
  • Maintain impeccable digital transaction files, ensuring all required documents are collected, signed, and organized within the brokerage’s compliance system (e.g., SkySlope, Dotloop, Brokermint).
  • Verify that the title commitment is clear of any unexpected liens or encumbrances and work with the title company to resolve any identified issues.
  • Confirm that the buyer's loan is progressing on schedule by maintaining regular contact with the lender and assisting in the collection of any needed client documentation.
  • Review preliminary and final closing statements (Closing Disclosure) for accuracy, coordinating any necessary corrections with the escrow officer and agent.
  • Ensure all parties are informed about the final closing details, including time, location, and any funds or documents required for closing.
  • Facilitate the ordering of home warranties, surveys, or other client-requested services as stipulated in the purchase agreement.
  • Act as a protective liaison for the agent, fielding questions and resolving issues to allow the agent to focus on lead generation and client acquisition.
  • Prepare and submit a complete and compliant file to the brokerage for review and approval, ensuring the commission disbursement authorization is accurate and timely.
  • After closing, ensure all final documents are distributed to the client and that the file is closed out properly in all internal and external systems.
  • Develop and maintain a library of standardized templates, checklists, and communication protocols to enhance efficiency and consistency across all transactions.
  • Provide exceptional, high-touch customer service, building rapport with clients and ensuring they feel supported and informed throughout the entire closing process.
  • Generate regular reports for the agent or team on transaction status, pipeline, and key performance metrics to support business planning.
  • Stay current on all relevant real estate laws, contract changes, and industry best practices to mitigate risk and ensure compliance.
  • Assist in the onboarding and training of new agents or administrative staff on the team's transaction management procedures and systems.

Secondary Functions

  • Manage and update the client relationship management (CRM) database with transaction details and client contact information.
  • Coordinate client closing gifts and post-closing follow-up campaigns to foster long-term relationships and generate referrals.
  • Assist with tracking team expenses and processing invoices related to transactions.
  • Gather client testimonials and reviews upon successful closing of a transaction to support marketing efforts.

Required Skills & Competencies

Hard Skills (Technical)

  • Transaction Management Software: High proficiency in platforms like SkySlope, Dotloop, Brokermint, or similar systems.
  • E-Signature Software: Expertise with DocuSign, Authentisign, or related electronic signature tools.
  • Real Estate Contracts: Deep understanding of real estate contracts, addendums, and disclosure forms.
  • MLS Proficiency: Ability to navigate and pull information from the Multiple Listing Service (MLS).
  • CRM Management: Experience with real estate CRM systems (e.g., Follow Up Boss, kvCORE, CINC).
  • Productivity Suites: Strong command of Google Workspace (Gmail, Calendar, Drive) and/or Microsoft Office Suite (Outlook, Word, Excel).
  • Real Estate License: An active real estate license is highly preferred or may be required.

Soft Skills

  • Extreme Attention to Detail: A meticulous nature with a commitment to accuracy in all documentation and communication.
  • Exceptional Organization: The ability to manage multiple transactions, deadlines, and priorities simultaneously without letting anything slip.
  • Proactive Communication: Clear, concise, and timely communication skills, both written and verbal, with a customer-centric approach.
  • Problem-Solving: The ability to anticipate potential issues, identify problems as they arise, and find effective solutions calmly and efficiently.
  • Time Management: Superior ability to prioritize tasks and manage time effectively in a fast-paced, deadline-driven environment.
  • Composure & Professionalism: A calm and steady demeanor, especially under pressure, with the ability to handle confidential information with discretion.
  • Team-Oriented Mindset: A collaborative spirit and a "we" versus "I" attitude, focused on team success.
  • Resourcefulness: The ability to work independently, take initiative, and find answers when they aren't readily available.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED 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 of direct experience in real estate transaction coordination, escrow, or as a real estate paralegal.

Preferred: Proven experience managing a high volume of real estate transactions (30+ per year) from contract to close within a top-producing team or brokerage.

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