Contracts Coordinator (TN)

Matthews™; Nashville (TN); On-site; USD 52,000 - 78,000; Full time

Job summary

Matthews in Nashville, TN is seeking a Contract Coordinator to support transaction management across listing, escrow, due diligence, and closing in commercial real estate. On-site role based in our Nashville office.

You will coordinate with sales agents, office managers, Brokers of Record, and other departments to ensure timely execution of documents, manage databases, monitor compliance, and assist with training and special projects.

Qualifications

• 2–4 years of relevant experience.
• Comfortable with concepts of intermediate math.
• Highly organized and detail-oriented.
• Excellent customer service skills to Agents, Market Leaders, Regional Presidents, and Brokers of Record.
• Notary Public credentials required.
• Strong interpersonal skills and able to convey complex principles through written and spoken correspondence.
• Able to read and interpret real estate contracts, leases, and settlement statements.
• Proficient with Microsoft Office, especially Excel.
• Experience with CRM systems and AI tools is a plus.

Responsibilities

• Coordinate with sales agents, office managers, Brokers of Record, and other departments to ensure the seamless and timely execution and management of multiple transaction related documents.
• Multi-tasking across various platforms including phone calls, emails, and intra-company databases throughout the transactions process.
• Draft purchase and sale agreements, amend contracts, and author commission instruction letters for payment of commission to escrow agents.
• Manage the Broker of Record and Cooperating Brokerage Relationship databases.
• Monitor compliance with applicable laws pertaining to all listings, under contracts, and closings for properties nationwide.
• Work closely with in-house legal counsel to produce/implement needed documents/changes pertaining to the transactions process.
• Act as a steward of the quality and completion of due diligence documents.
• Monitor and maintain the adherence to and compliance with state laws nationwide.
• Initiate, complete, and upload Co-Broker Agreements for Yellow States (KS, KY, IN, MO, & WI).
• Ensure that BOR agreements and required contract docs are being sent to 3 rd Party BOR’s for compliance purposes.
• Complete Tenant Screening Reports when requested by agents.
• Monitor Listing and Escrow pipeline.
• Ensure accuracy of information on deals.
• Assist with Contracts Department document management and other office coordinator responsibilities.
• Assist with Broker of Record licensing and continuing education requirements.
• Conduct quarterly agent trainings as part of Matthews University.
• Take-on special projects as needed.

Skills

Real estate knowledge

Notary Public

Customer service

Communication skills

Excel

Wrike

CRM systems

AI tooling

Education

Notary Public credentials

Tools

Wrike

Excel

CRM systems

AIR Forms

Job description

The Contract Coordinator supports the transaction management team by coordinating the transfer of information and communication throughout the listing, escrow, due diligence, and closing process of commercial real estate transactions. The position also supports Sales Agents in facilitating the efficient and compliant close of all transactions. The ideal individual for this role is motivated and comfortable working in a fast-paced, high-energy environment with first-hand experience working in transactions/closings in real estate office or escrow company .

This is an on-site role based in our Nashville, TN office.

Key Responsibilities

• Coordinate with sales agents, office managers, Brokers of Record, and other departments to ensure the seamless and timely execution and management of multiple transaction related documents
• Multi-tasking across various platforms including phone calls, emails, and intra-company databases throughout the transactions process
• Draft purchase and sale agreements, amend contracts, and author commission instruction letters for payment of commission to escrow agents
• Manage the Broker of Record and Cooperating Brokerage Relationship databases
• Monitor compliance with applicable laws (per state) pertaining to all listings, under contracts, and closings for properties nationwide
• Work closely with in-house legal counsel to produce/implement needed documents/changes pertaining to the transactions process
• Act as a steward of the quality and completion of due diligence documents
• Monitor and maintain the adherence to and compliance with state laws nationwide
• Initiate, complete, and upload Co-Broker Agreements for Yellow States (KS, KY, IN, MO, & WI)
• Ensure that BOR agreements and required contract docs are being sent to 3 rd Party BOR’s for compliance purposes.
• Complete Tenant Screening Reports when requested by agents.
• Monitor Listing and Escrow pipeline
• Ensure accuracy of information on deals
• Assist with Contracts Department document management and other office coordinator responsibilities
• Assist with Broker of Record licensing and continuing education requirements
• Conduct quarterly agent training’s (apart of Matthews University)
• Take-on special projects as needed

Requirements

• 2-4 years of relevant experience
• Comfortable with concepts of intermediate math
• Highly organized and attentive to detail
• Ability to provide excellent customer service skills to our Agents, Market Leaders, Regional Presidents, and Brokers of Record (In-House and Outside of Matthews)
• Notary Public credentials
• Strong interpersonal skills and able to convey complex principles through written and spoken correspondence
• Ability to read and interpret documents including real estate contracts, leases, and settlement statements
• Highly adaptable and a clear-thinking problem solver
• A self-starter on individual projects and a contributing member on team projects
• Experience in Microsoft Office with emphasis on Excel
• Experience using task management software (i.e. Wrike)
• Experience using AI tools and an eagerness to utilize them on a daily basis
• Previous experience with various CRM systems and AIR Forms a plus
• Commercial real estate knowledge or experience a plus

MREIS is an Equal Opportunity Employer; employment with MREIS is subject to proven merit, competence and qualifications and will not be influenced in any manner by race, color, gender, religion, national origin/ethnicity, disability status, veteran status, age, sexual orientation, gender identity, marital status, mental or physical disability or any other legally protected status.