Real Estate Transaction Coordinator & Admin Specialist

HomeServices of America; Scottsdale (AZ); On-site; USD 25,000 - 30,000; Full time

Benefits offered by this job

Medical

Health Savings Account

Dental

Vision

Life Insurance

Paid Vacation (PTO)

401(k) with employer match

Flexible Spending Account

Employee Assistance Program (EAP)

Job summary

HomeServices of America is seeking an administrative support professional to assist sales associates and management by processing offers and contract documents, coordinating listings, and handling clerical tasks in Scottsdale, Arizona.

The role involves ensuring documentation compliance, data entry, file maintenance, and timely communication with clients and vendors. Candidates should have strong typing, organizational, and communication skills and be able to train new staff as needed.

Qualifications

• Typing speed at least 45 wpm.
• Ability to work independently and prioritize multiple tasks.
• Strong written and verbal communication with excellent customer service.
• Good analytical and problem-solving skills.
• Excellent organizational skills and high accuracy.

Responsibilities

• Coordinate, complete, and review transaction documents for completeness and accuracy per policy and state rules (30–40%).
• Perform data entry, prepare general correspondence, and maintain forms and supplies (20–30%).
• Maintain active files (pricing, extensions, expirations) and keep agents informed on progress (15–20%).
• Assemble marketing materials, handle advertising, and coordinate other transaction activities (10–15%).
• Communicate timely with homeowners, closing agents, other brokerages, vendors as needed (10–15%).
• Confirm earnest money checks and forward to accounting within timeframes (5–10%).
• Prepare and maintain document storage files (5–10%).
• Train new staff on software/equipment; back-up to office staff (0–5%).
• Perform additional duties as assigned (0–5%).

Skills

Typing 45 wpm

Independent work

Oral & written comms

Analytical thinking

Attention to detail

Education

High school diploma or equivalent

Job description

HomeServices of America is seeking an administrative support professional to assist sales associates and management by processing offers and contract documents, coordinating listings, and handling clerical tasks in Scottsdale, Arizona.

The role involves ensuring documentation compliance, data entry, file maintenance, and timely communication with clients and vendors. Candidates should have strong typing, organizational, and communication skills and be able to train new staff as needed.