Senior Real Estate Transaction Coordinator

Last Best Partners, LLC; Ohio; On-site; USD 45,000 - 55,000; Full time

Job summary

Last Best Partners, LLC in Ohio seeks a proactive Senior Real Estate Transaction Coordinator who owns the process from contract to close, coordinating with title companies, attorneys, agents, lenders, and buyers to keep closings moving smoothly.

You will manage documents, track deadlines, and communicate clearly with all participants, leveraging AI tools and spreadsheets to improve efficiency while maintaining meticulous file integrity and timely submissions.

Qualifications

• 2+ years in real estate transactions or related roles.
• Excellent written and spoken English.
• Experience using AI tools is a plus.
• Proficiency with Google Sheets and Excel.

Responsibilities

• Monitor upcoming closings and proactively identify potential issues.
• Communicate directly with title companies, attorneys, agents, lenders, notaries, and other transaction participants.
• Request and follow up on missing documents, signatures, approvals, and closing requirements.
• Coordinate notary signings and closing logistics.
• Escalate issues early and help drive them toward resolution.
• Keep the Closing Director and internal team updated on transaction status and potential risks.
• Prepare Purchase and Sale Agreements, Extensions, Addendums, Assignments, Transfer Forms, Deeds, and other transaction documents.
• Prepare refinancing applications, term extensions, agreements, and electronic signatures.
• Retrieve, review, upload, and track recorded deeds and closing documents.
• Maintain accurate and organized transaction files.
• Prepare Purchase and Resale approvals and other closing-related documentation.

Skills

Proactive

Forward-Facing

Persistent

Resourceful

Highly Organized

Tech-Savvy

Detail-Oriented

Tools

Google Sheets

Excel

CRM systems

Transaction-management platforms

AI tools (ChatGPT)

Job description

We are looking for a proactive, forward-facing Senior Real Estate Transaction Coordinator who takes ownership of real estate transactions.

This role will regularly communicate with title companies, closing attorneys, real estate agents, lenders, notaries, buyers, sellers, vendors, and internal team members to keep transactions moving.

The ideal candidate is proactive, dependable, and comfortable managing multiple tasks in a fast-paced environment. Strong written communication and exceptional attention to detail are must-haves. This position plays a direct role in ensuring smooth closings, accurate document preparation, and timely submissions that impact company performance, client satisfaction, and operational excellence.

Key Responsibilities

Closing Coordination & Communication

• Monitor upcoming closings and proactively identify potential issues.
• Communicate directly with title companies, attorneys, agents, lenders, notaries, and other transaction participants.
• Request and follow up on missing documents, signatures, approvals, and closing requirements.
• Coordinate notary signings and closing logistics.
• Escalate issues early and help drive them toward resolution.
• Keep the Closing Director and internal team updated on transaction status and potential risks.

Transaction & Document Management

• Prepare Purchase and Sale Agreements, Extensions, Addendums, Assignments, Transfer Forms, Deeds, and other transaction documents.
• Prepare refinancing applications, term extensions, agreements, and electronic signatures.
• Retrieve, review, upload, and track recorded deeds and closing documents.
• Maintain accurate and organized transaction files.
• Prepare Purchase and Resale approvals and other closing-related documentation.

Performance Expectations & Success Metrics

Success in this role means consistently taking ownership of assigned transactions, communicating clearly, maintaining accurate files, and helping prevent avoidable closing delays. Expectations include:

• Deadline Management: Complete assigned closing tasks and submissions on time, actively monitor contractual and closing deadlines, and follow up early enough to prevent avoidable delays or missed dates.
• Proactive File Management: Review active transactions consistently and identify missing items, upcoming deadlines, title issues, funding concerns, or other potential roadblocks before they become urgent problems.
• Follow-Up & Responsiveness: Respond promptly to time-sensitive communications and maintain consistent, documented follow-up on outstanding items until they are resolved or appropriately escalated.
• Transaction Accuracy: Maintain accurate transaction trackers, file data, and closing documents, with careful attention to names, dates, property information, signatures, and closing requirements. Repeated errors should be avoided through careful review and note-taking.
• File & Tracker Maintenance: Keep transaction files, CRM records, notes, and trackers current and organized so another team member can quickly understand the status of a file, what is outstanding, and what follow-up has already occurred.
• Closing Readiness: Review upcoming closings in advance and confirm that key documents, signatures, title or attorney requirements, funding items, and other known conditions are being tracked and addressed before the closing date.
• Communication & Escalation: Provide clear, concise status updates and raise material risks early. When escalating an issue, explain the problem, what has already been done, who is responsible for the next action, and the recommended next step when possible.
• Ownership & Resolution: Take responsibility for assigned matters from assignment through completion. Follow up persistently, document processes and instructions, and work toward solutions without requiring repeated reminders or repeated explanations of the same process.

Technology & Organization

You should be very comfortable with technology and able to manage information across multiple systems.

• Strong working knowledge of Google Sheets and Excel.
• Comfortable managing large transaction trackers and spreadsheets.
• Experience working across CRM and transaction-management platforms.
• Able to learn new software quickly and keep information accurate across systems.
• Comfortable using AI tools such as ChatGPT to draft communications, organize information, summarize data, and improve productivity.

Who We're Looking For

• Proactive: You look for problems before they become emergencies.
• Forward-Facing: You are comfortable picking up the phone, sending emails, and professionally representing the company.
• Persistent: You follow up until important items are completed.
• Resourceful: When there is a problem, you work to find the person or solution needed to resolve it.
• Highly Organized: You can manage multiple transactions, deadlines, spreadsheets, and systems at once.
• Tech-Savvy: You are comfortable with spreadsheets, CRMs, cloud software, and AI.
• Detail-Oriented: You understand that dates, documents, signatures, and deadlines matter.

Preferred Experience

• 2+ years in real estate transactions, title, closings, transaction coordination, or real estate operations.
• Excellent written and spoken English.
• Professional experience using AI tools is a plus.

Starting Salary for this position = $50,000 with opportunity for wage increases in the first 6-12 months.