Transaction Coordinator

Baird & Warner; Downers Grove (IL); On-site; USD 50,000 - 55,000; Full time

Job summary

A leading real estate company seeks a detail-oriented Real Estate Transaction & Listing Coordinator to manage listing processes and coordinate transactions. You will support real estate agents, ensuring a smooth transition from listing to closing by handling documentation, deadlines, and compliance. This role requires strong organizational skills, a keen attention to detail, and the ability to thrive in a fast-paced environment while maintaining excellent client service. Ideal candidates will have previous experience in real estate coordination.

Benefits

Medical

Dental

401k

PTO

VTO

Qualifications

• 1+ years of experience in real estate transaction management or as a paralegal.
• Familiarity with MLS and real estate brokerage operations.
• Must be detail-oriented with superb organizational skills.

Responsibilities

• Coordinate pre-listing activities and manage listing processes.
• Oversee real estate transactions from contract execution to closing.
• Maintain communication with all parties involved in transactions.

Skills

Attention to detail

Organizational skills

Communication

Customer service

Problem-solving

Tools

Paperless Pipeline

Dotloop

SkySlope

Google Suite

Job description

About Baird & Warner Real Estate

Over the last decade, Baird & Warner was named a Chicago Tribune Top Workplace ten times in a row. But we didn’t get there by accident — behind every great company is a culture created by the professionals who work there. Our fifth-generation local family business has stood the test of time, serving homebuyers and sellers since 1855.

Throughout our rich history, one thing has remained true: we believe that when you give people the support they need, amazing things can happen. That’s why at Baird & Warner we empower you to be independent, to grow in your career, to do the right thing by your colleagues and your community, and to have a true work/life balance. We truly care about making our team feel part of something bigger by sharing a single purpose — making it easier for homebuyers and sellers to realize their real estate dreams.

Job Summary

We are seeking a highly organized, detail-oriented Real Estate Transaction & Listing Coordinator to manage both the pre-listing and listing processes, as well as contract-to-close activities for our real estate agents. This critical role ensures that listings are launched accurately and efficiently and that transactions run smoothly from contract execution to closing. The ideal candidate thrives in a fast-paced environment, enjoys working behind the scenes to support agents, and is passionate about delivering excellent client service.

Key Responsibilities

Pre-Listing & Listing Management:

• Coordinate all aspects of pre-listing activities to prepare properties for market
• Communicate with agents, sellers, and vendors to schedule photography, staging, and property preparation
• Gather required documentation for listings, including disclosures, MLS forms, and property details
• Enter and maintain accurate listing information in the MLS and brokerage systems
• Ensure all listings meet brokerage, MLS, and legal compliance requirements
• Track listing timelines, deadlines, and required tasks to ensure an efficient launch
  

Transaction Coordination (Contract to Close):

• Manage all aspects of real estate transactions from executed purchase agreements to closing
• Maintain constant communication with clients, agents, lenders, attorneys, inspectors, and all parties involved
• Monitor deadlines, contingency periods, and contract milestones to ensure compliance and smooth progression
• Review contracts and documentation for accuracy, completeness, and compliance with brokerage and state regulations
• Utilize transaction management systems to track, update, and maintain all file records
• Provide exceptional administrative support to agents and clients, ensuring a positive experience from listing to closing
  

Qualifications

• Previous experience in real estate coordination, transaction management, or listing support preferred
• Strong understanding of real estate contracts, MLS rules, listing documentation, and transaction timelines
• Highly organized with excellent attention to detail and accuracy
• Ability to manage multiple priorities and deadlines in a fast-paced environment
• Strong written and verbal communication skills
• Proficient with transaction management software, MLS platforms, and Google Suite
• Problem-solving skills with the ability to adapt to changing needs
• Customer-service-oriented with a positive, professional attitude

Required Skills:

• A minimum of one year of experience in residential sales transaction management or as a real estate paralegal
• Familiarity with MLS, and general real estate brokerage operations
• Must be extremely detail-oriented with superb organizational skills
• Motivated self-starter
• Coachable and open to learning
• Experience working with platforms such as Paperless Pipeline, Dotloop, SkySlope, or similar
• Understanding of real estate marketing tools

If you are passionate about organization, real estate processes, and providing top-notch support to agents and clients, we'd love to meet you!

Salary Range

$50,000-$55,000

Medical, Dental, 401k, PTO, VTO