Transaction Coordinator

Real; Illinois; On-site; USD 45,000 - 70,000; Full time

Job summary

Zagata Team in Chicago, IL is seeking a Transaction Coordinator for a full-time, in-person role. You will own the end-to-end real estate transaction process, ensuring deadlines are met and documents are organized.

Join a tight-knit team that values ownership and clear, proactive communication with clients and lenders. Ideal candidates bring experience in real estate support roles and familiarity with Follow Up Boss, MLS, and Docusign.

Qualifications

• Experience in coordinating real estate transactions from contract to close.
• Strong organizational skills with attention to detail.
• Familiarity with real estate tools like Follow Up Boss, MLS, and Docusign.
• Active Illinois Real Estate Broker License preferred but not required.

Responsibilities

• Own transactions from contract to close, tracking deadlines and organizing paperwork.
• Coordinate with attorneys, lenders, inspectors, title companies, and agents to keep everyone aligned.
• Maintain updated files and checklists to ensure smooth closings and compliance.
• Provide proactive follow-up and clear communication to clients throughout the process.
• Assist with post-closing items and ongoing client care.

Skills

Organization

Communication

Detail-oriented

Client service

Education

Illinois Real Estate Broker License (preferred)

Tools

Follow Up Boss

Google Workspace

MLS

Docusign

Real estate transaction systems

Job description

Zagata Team | Chicago, IL Full-Time | In-Person | Monday-Friday

Come Join Our Team

We’re a small trio that works hard, has fun, and genuinely enjoys working together. With only a few of us on the team, everyone matters and everyone has a voice—there aren’t layers of management or a corporate feel. We believe in helping each other out, communicating openly, taking ownership of our work, and not taking ourselves too seriously along the way. We celebrate the wins, learn from the mistakes, have plenty of laughs, and want someone who is excited to become a real part of the team—not just show up for a job.

Because we’re a team of only three, this isn’t a position where you’ll be buried in a large company or feel like just another employee. You’ll work directly alongside us, get to know our clients, be involved in the day-to-day business, and play a major role in helping us deliver an awesome experience from the first appointment all the way through closing.

If you want a real estate career where you can learn the business, have a voice, and become an important part of a close-knit team, we'd love to meet you.

What We’re Looking For

Someone who loves a good checklist, actually enjoys being organized, and isn’t afraid to pick up the phone and get things done. You’re outgoing, dependable, quick on your feet, and the kind of person who sees something that needs attention and handles it. You’re proactive about following up, comfortable picking up the phone, and good at keeping track of the details. Most importantly, you’re reliable, easy to work with, and take pride in helping things run smoothly.

What You'll Be Doing

Keeping Our Deals Moving

You’ll take ownership of our transactions from contract to close. That includes tracking deadlines, organizing paperwork, coordinating with attorneys and lenders, scheduling inspections and walkthroughs, staying on top of appraisals and financing, and handling compliance documents.

You’ll regularly communicate with clients, attorneys, lenders, inspectors, title companies, cooperating agents, and our own team to keep everyone on the same page.

Taking Great Care of Our Clients

This is a big part of the position.

We want every client to feel like they know exactly what's happening and that someone is looking out for them.

You’ll help with:

• Regular client check-ins and transaction updates
• Answering questions and helping clients understand what happens next
• Following up on showing feedback
• Preparing for buyer and listing appointments
• Coordinating inspections, walkthroughs, closings, and other important dates
• Post-closing follow-up and review requests
• Finding little ways to make the experience easier and better for our clients

Our goal is simple: happy clients and 5-star experiences.

Helping Keep the Team Organized

You’ll also help us stay organized behind the scenes by keeping Follow Up Boss and our transaction systems updated, preparing paperwork and contracts, maintaining files, helping with production reports, improving our checklists and processes, and generally keeping the train on the tracks.

Occasionally we may need an extra set of hands for a client event or random team project.

You’ll Probably Love This Job If...

You like checklists, calendars, organization, and getting things across the finish line—but you’re also comfortable talking to people.

You’re friendly and personable enough to call a client, attorney, or lender, but persistent enough to follow up again when you don’t get an answer.

Experience

Experience as a transaction coordinator, real estate assistant, legal assistant, title/escrow professional, mortgage professional, or similar position would translate well.

Familiarity with Follow Up Boss, Google Workspace, MLS, Docusign, and real estate transaction systems is a bonus.

An active Illinois Real Estate Broker License is preferred, but it is not required to apply.

If you aren’t licensed, you must be willing to get your Illinois Real Estate Broker License after joining our team.

We'll pay for your pre-license course and your first licensing exam attempt.

We want to invest in someone who wants to learn the business, grow their responsibilities, and hopefully be with us for a long time.

The Details

Chicago, IL Full-Time 100% In-Person Monday-Friday

What Success Looks Like

You know you're crushing this role when our clients feel taken care of, our transactions are organized, deadlines aren't being missed, our agents aren't chasing paperwork or updates, and you're already following up on something before we even think to ask.

We're excited to find the right person to join the team.