Real Estate Transaction Coordinator - Greater Hartford

HomeServices of America; Windsor (CT); On-site; USD 41,000 - 55,000; Full time

Benefits offered by this job

Full benefits package

401(k) with employer match

Job summary

HomeServices of America is seeking a Real Estate Transaction Coordinator to support a top-producing agent in a fast-paced, high-volume environment. You will manage calendars, coordinate showings, prepare documents, and keep CRM/MLS data up to date, while delivering exceptional client service throughout transactions.

The role requires strong organizational and communication skills, detail orientation, and the ability to multitask under pressure.

Qualifications

• High school diploma or equivalent.
• Two years of administrative experience, preferably in real estate.
• Proficiency in Microsoft Office Suite, Google Workspace, MLS platforms, and CRM systems.

Responsibilities

• Manage the agent’s calendar, schedule appointments, and coordinate showings.
• Answer calls, emails, and communications on behalf of the agent.
• Prepare and organize documents, contracts, and disclosures for listings and transactions.
• Maintain and update CRM systems, MLS listings, and internal databases.
• Serve as a point of contact for clients, lenders, attorneys, and vendors.
• Track deadlines and ensure timely completion of paperwork in the transaction process.
• Assist in coordinating inspections, appraisals, closings, and milestones.
• Deliver exceptional customer service before, during, and after transactions.
• Assist in preparing marketing materials, brochures, social posts, and online listings.
• Manage listing input, updates, and accuracy on MLS and third-party sites.
• Assist with community events.
• Monitor and restock office supplies, lockboxes, signage, and materials.
• Maintain organized digital and physical filing systems.
• Run errands (delivering documents, signage placement, lockbox setup).

Skills

MS Office

Google Workspace

MLS platforms

CRM systems

Typing 45 wpm

Communication

Multitasking

Detail orientation

Independent work

Education

High school diploma

Real estate license (optional)

Job description

We are seeking a highly organized, detail-oriented, and proactive Real Estate Transaction Coordinator to support a top-producing agent in a fast-paced, high-volume real estate environment. This role is crucial in ensuring the smooth operation of daily tasks, client interactions, transaction coordination, and overall business efficiency. If you thrive in a dynamic setting and excel at juggling multiple responsibilities, this is the opportunity for you.

Key Responsibilities

Administrative Support

• Manage the agent’s calendar, schedule appointments, and coordinate showings.
• Answer and respond to calls, emails, and other communications on behalf of the agent.
• Prepare and organize documents, contracts, and disclosures for listings and transactions.
• Maintain and update CRM systems, MLS listings, and internal databases.

Client & Transaction Management

• Serve as a point of contact for clients, lenders, atttorneys, and vendors.
• Track deadlines and ensure timely completion of paperwork during the transaction process.
• Assist in the coordination of inspections, appraisals, closings, and other key milestones.
• Deliver exceptional customer service to clients before, during, and after transactions.

Marketing & Listing Support

• Assist in preparing marketing materials, brochures, social media posts, and online listings.
• Manage listing input, updates, and accuracy on MLS and third-party websites.
• Assist with the community events

Operational Efficiency

• Monitor and restock office supplies, lockboxes, signage, and listing materials.
• Maintain organized digital and physical filing systems.
• Run errands as needed (e.g., delivering documents, signage placement, lockbox setup).

Requirements

• Prior experience in real estate, administrative support, or transaction coordination preferred.
• Active real estate license a plus (but not required).
• Proficiency in Microsoft Office Suite, Google Workspace, MLS platforms, and CRM systems.
• Excellent communication, organizational, and multitasking skills.
• Strong attention to detail and ability to work independently under pressure.
• Discretion and professionalism in handling confidential information.
• Reliable transportation and valid driver’s license (if errands or showings are required).
• Has a positive attitude and enjoys working with multiple clients.
• High school graduate or equivalent combination of training and experience.

Qualifications

Education:

• High school diploma or equivalent work experience. Post secondary coursework preferred.

Experience

• Two years administrative experience preferably in real estate office.

Knowledge And Skills

• Strong computer skills in Microsoft Office products.
• Typing speed of 45 wpm minimum.
• Ability to work independently and prioritize multiple tasks and projects concurrently.
• Effective oral and written communication skills and an excellent customer service focus.
• Effective analytical and problem-solving skills.
• Excellent organizational skills with a focus on detail; high degree of accuracy.

Other (licenses, Certifications, Schedule Flexibility/OT, Travel, Etc.)

• Real estate license preferred

Wage:

$19.71 - $26.44 hourly (or) annually; actual wage is based upon education and experience.

Benefits:

Full suite of benefits including Medical, Health Savings Account, Dental, Vision, Life Insurance, Paid Vacation (PTO), 401(k) with employer match, Flexible Spending Account and Employee Assistance Program (EAP)

Equal Opportunity Employer