Real Estate Title Coordinator

Progressive; San Francisco (CA); On-site; USD 75,000 - 110,000; Full time

Job summary

Specialist Staffing Group is seeking a Real Estate Transaction Coordinator to support the real estate legal team across nationwide renewable energy projects. The role focuses on closing coordination, contracts administration, data room management, and document control, requiring meticulous organization and tech-savviness.

You will manage closing checklists, title commitments, ALTA surveys, and contract milestones, while coordinating with title companies, escrow officers, and outside counsel.

Qualifications

• Minimum 4 years of experience in real estate, legal, title, contracts administration, or related administrative support role.
• Familiarity with real estate transaction documents, contract management, title concepts, and closing processes.
• Experience with renewable energy, infrastructure, or large-scale development projects a plus.
• Proficient in Microsoft Word, Excel, PowerPoint, Outlook, SharePoint, ShareFile, DocuSign, Adobe Acrobat, REMs, Contract Management Systems and Litera Compare (or similar).
• Tech-savvy, with a strong aptitude for configuring, administering, and optimizing software platforms; comfortable with data entry, file organization, and basic troubleshooting (no coding required).
• Active Notary Public commission (or ability to obtain one within the first 90 days of employment) required.
• Excellent organizational skills with strong attention to detail and ability to manage multiple deadlines simultaneously.
• Clear written and verbal communication skills; comfortable corresponding professionally with outside counsel, title companies, surveyors, consultants, and county offices.

Responsibilities

• Assist in drafting and managing closing checklists, and tracking deliverable status across multiple concurrent transactions
• Coordinate recording submissions with county recorders and third-party recording services; track and confirm recording returns
• Communicate with title companies, escrow officers, mineral consultants, and outside counsel to request and follow up on routine diligence items and closing deliverables
• Prepare and organize closing files upon transaction completion
• Prepare escrow letters, cover letters, transmittals and recording cover sheets
• Request title commitments, exception documents, endorsement requests, price estimates and final title policies from title companies
• Assemble and organize chain-of-title materials and curative documents
• Track ALTA survey orders and coordinate delivery of survey instructions and project information to surveyors
• Maintain organized records of title policies, surveys, curatives and related closing documents
• Maintain a comprehensive contracts database tracking key dates, milestones, and obligations across the real estate portfolio, including option exercise deadlines, lease commencement and expiration dates, renewal windows, notice periods, and rent escalations
• Send proactive alerts to the legal and development teams well in advance of critical contract deadlines to ensure no obligations are missed
• Coordinate routing of agreements for internal review, approval, and execution; track status through each stage and follow up to keep execution timelines on track
• Draft routine amendments, extensions, and notices from approved templates
• Manage fully executed counterpart originals and electronic copies; ensure all agreements are properly named, organized, and accessible in REMs and SharePoint
• Assist with contract abstraction and preparation of summary matrices for lease, easement, and option portfolios to support development, finance, commercial, operations and construction teams
• Support contract management for project finance, M&A, and tax equity transactions by maintaining organized document sets and tracking execution of ancillary real estate deliverables
• Set up, organize, and maintain due diligence data rooms (ShareFile, SharePoint) for active projects
• Manage real estate file systems, including title files, closing sets, executed agreements, and post-closing records in REMs and SharePoint
• Maintain templates library and assist with preparation of routine form documents
• Coordinate with internal teams (development, finance, commercial, operations, construction) to collect documents and information needed for diligence and closings
• Work with joint venture partners to collect, exchange, and manage contracts and related documents, ensuring complete and current records across shared transactions
• Handle correspondence, shipping, and vendor invoicing and tracking
• Coordinate execution and notarization of documents-route agreements and instruments for signature, notarize documents as a commissioned Notary Public, and confirm fully executed originals are returned and filed
• Support process improvement initiatives by maintaining and updating standard workflows, checklists, and templates

Skills

Notary Public

Organizational skills

Detail-oriented

Communication skills

Self-starter

Tools

Microsoft Word

Excel

PowerPoint

Outlook

SharePoint

ShareFile

DocuSign

Adobe Acrobat

REMs

Contract Management Systems

Litera Compare

Job description

Reports to: General Counsel and VP, Real Estate

Location: On-site in Burlingame, CA office five days a week

The Role:

The Real Estate Transaction Coordinator provides essential support to the real estate legal team. This role is responsible for document management, closing coordination, data room administration, contracts administration, technology-platform administration, and vendor coordination across a portfolio of utility-scale renewable energy and storage projects throughout the United States.

The ideal candidate is organized, detail-oriented, proactive, and tech-savvy-comfortable owning administrative workflows and the technology platforms that support them end-to-end with minimal direction and contributing meaningfully to a fast-moving, mission-driven team.

Why This Role Matters

This role is the operational backbone of the real estate legal team. As the company's project portfolio grows, the ability to keep transactions organized, contracts tracked, files current, and deadlines managed is mission-critical. This is an opportunity to build deep expertise in renewable energy and real estate, and grow alongside a dynamic team.

Essential Job Functions

Closing & Transaction Coordination

• Assist in drafting and managing closing checklists, and tracking deliverable status across multiple concurrent transactions
• Coordinate recording submissions with county recorders and third-party recording services; track and confirm recording returns
• Communicate with title companies, escrow officers, mineral consultants, and outside counsel to request and follow up on routine diligence items and closing deliverables
• Prepare and organize closing files upon transaction completion
• Prepare escrow letters, cover letters, transmittals and recording cover sheets

Title & Survey Support

• Request title commitments, exception documents, endorsement requests, price estimates and final title policies from title companies
• Assemble and organize chain-of-title materials and curative documents
• Track ALTA survey orders and coordinate delivery of survey instructions and project information to surveyors
• Maintain organized records of title policies, surveys, curatives and related closing documents

Contracts Administration

• Maintain a comprehensive contracts database tracking key dates, milestones, and obligations across the real estate portfolio, including option exercise deadlines, lease commencement and expiration dates, renewal windows, notice periods, and rent escalations
• Send proactive alerts to the legal and development teams well in advance of critical contract deadlines to ensure no obligations are missed
• Coordinate routing of agreements for internal review, approval, and execution; track status through each stage and follow up to keep execution timelines on track
• Draft routine amendments, extensions, and notices from approved templates
• Manage fully executed counterpart originals and electronic copies; ensure all agreements are properly named, organized, and accessible in REMs and SharePoint
• Assist with contract abstraction and preparation of summary matrices for lease, easement, and option portfolios to support development, finance, commercial, operations and construction teams
• Support contract management for project finance, M&A, and tax equity transactions by maintaining organized document sets and tracking execution of ancillary real estate deliverables

Document & Data Room Management

• Play a key role in onboarding, configuration, and ongoing optimization of the company's real estate technology platforms (REMs, SharePoint, ShareFile, CMS), including accurate data mapping and migration during system rollouts and upgrades
• Set up, organize, and maintain due diligence data rooms (ShareFile, SharePoint) for active projects
• Manage real estate file systems, including title files, closing sets, executed agreements, and post-closing records in REMs and SharePoint
• Maintain templates library and assist with preparation of routine form documents

Administrative & Team Support

• Coordinate with internal teams (development, finance, commercial, operations, construction) to collect documents and information needed for diligence and closings
• Work with joint venture partners to collect, exchange, and manage contracts and related documents, ensuring complete and current records across shared transactions
• Handle correspondence, shipping, and vendor invoicing and tracking
• Coordinate execution and notarization of documents-route agreements and instruments for signature, notarize documents as a commissioned Notary Public, and confirm fully executed originals are returned and filed
• Support process improvement initiatives by maintaining and updating standard workflows, checklists, and templates

Qualifications and Skills

• Minimum 4 years of experience in real estate, legal, title, contracts administration, or related administrative support role
• Familiarity with real estate transaction documents, contract management, title concepts, and closing processes
• Experience with renewable energy, infrastructure, or large-scale development projects a plus
• Proficient in Microsoft Word, Excel, PowerPoint, Outlook, SharePoint, ShareFile, DocuSign, Adobe Acrobat, REMs, Contract Management Systems and Litera Compare (or similar)
• Tech-savvy, with a strong aptitude for configuring, administering, and optimizing software platforms; comfortable with data entry, file organization, and basic troubleshooting (no coding required)
• Experience implementing or administering a document management, CMS, or transaction-management platform a plus
• Excellent organizational skills with strong attention to detail and ability to manage multiple deadlines simultaneously
• Clear written and verbal communication skills; comfortable corresponding professionally with outside counsel, title companies, surveyors, consultants, and county offices
• Active Notary Public commission (or ability to obtain one within the first 90 days of employment) required
• Focused on delivering results exemplifying excellence, professionalism, and timeliness
• Passionate about meeting high standards, quality, accuracy, and detail
• Critically thinks, analyzes, and problem-solves; enjoys research
• Self-starter who can effectively work independently, as a team player, prioritize workload, and multi-task
• Committed to continuing professional development and training in core job functions and expanding roles
• Demonstrates professional maturity and a positive attitude
• Positively embraces change in the workplace environment
• Approachable demeanor and sense of humor
• Values a small work environment that is collegial, dynamic, and professional
• Thrives working with colleagues who exemplify and expect excellence

EOE Statement: Specialist Staffing Group is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.

In addition to base pay, direct-hire employees may be eligible for client offered benefits such as medical, dental, and vision coverage, and paid leave where required by applicable law. Eligibility may vary based on factors such as location and hire date and is subject to change.