Administrative Assistant/Transaction Coordinator
Administrative Assistant/ Transaction Coordinator will work closely with Real Estate Agents/Managing Brokers to ensure Real Estate agent-related transaction questions are resolved promptly. The Office Manager/Transaction Coordinator will release commission checks upon receipt of completed audited files and weekly Audit Reports.
Primary Functions
Work closely with Real Estate Agents/Managing Brokers to ensure that all agent-related transaction questions are resolved promptly.
Release commission checks upon receipt of completed audited files and Audit Reports.
Process commission checks received and prepare a Commission Log (COMM LOG) (Closing Coordinator)
Enforce documents are uploaded to Paperless Skyslope within three (3) days from the date of execution.
Review uploaded documents within 24-48 hours from upload to ensure required contract documentation are accurate based on transaction type and that dates/signatures are in designated areas.
provided all outstanding documents are cleared
Professionally administer all incoming office calls in a courteous and friendly manner
Greet visitors and guests in a professional manner
Professionally answer all emails within 24-48 hours
Perform a variety of office/clerical duties such as photocopying, faxing, and filing
Maintain Branch Quality Assurance Standards
Assisting agents and office manager with balancing of commission
Address inquiries from agents and internal staff professionally and in a timely manner.
Confirm closing dates, location, and documentation due at closing
Audit Active/Listings & Sale Reports for your designated office
Audit Held Commission Report for your designated office
Understands, displays, and embraces the company’s “coolture”
Must be willing and able to work Monday through Friday from 9 AM to 5 PM with given lunch and breaks
Other duties as assigned
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below represent the required knowledge, skill, and/or ability. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education & Experience
Excellent communication skills and computer knowledge with proficiency in database management and word processing
Ability to meet deadlines and troubleshoot various support issues that may arise
Ability to perform all duties with a sense of urgency while providing excellent customer service and professionalism to the end client
Strong interpersonal skills essential
Must be detail-oriented, organized, and capable of managing tasks on multiple, concurrent projects
Must have excellent verbal and written communication skills
Must have well-developed interpersonal skills with the ability to establish highly functional relationships with diverse personalities both within and outside the company
Demonstrates ability to work on a team and willingness to assist co-workers in other areas
High school diploma or equivalent
Desired:
Previous experience as an Administrative Assistant/Transaction Coordinator
Language Skills
Fluent speaking, reading, and writing in the English language.
Strong communication and interpersonal skills.
Other language skills are helpful but not required.
Reasoning Abilities
Strong organization skills with an attention to detail
Willingness to “roll up the sleeves” and do what it takes to get the job done
Works well on a team and collaborates with others
Finger dexterity to operate standard office equipment including telephones, calculators, copiers, and facsimile equipment
Ability to interact with employees and vendors in a professional manner
Ability to effectively manage tasks with minimal supervision
Must be diligent and persistent in follow-up and completion
Capable of multi-tasking and meeting tight deadlines
Able to function in a fast-paced environment
Strong working knowledge of Windows/Mac operating system-experience
Requires proficiency in Microsoft Office applications
Ability to type at a net rate of 35 wpm using a computer keyboard
Physical Demands
Administrative Assistant/ Transaction Coordinator must be able to bend, stoop, stand, and sit for various lengths. A clear speaking voice is necessary.
Preferred Traits
Friendly, outgoing manner, enthusiastic, always communicates well and with a smile, team player, builds rapport in department, flexible, willing to assist others, professional, maintains a positive, poised manner. The Office Manager/Transaction Coordinator must be able to multitask various projects simultaneously and work well under tight deadlines with a friendly and professional demeanor.
Must have Real Estate License
