Transaction Coordinator

The Pace of Richmond at Keller Williams Richmond West Realty; Richmond (VA); On-site; USD 42,000 - 64,000; Full time

Job summary

The Pace of Richmond Company seeks a meticulous Transaction Coordinator to manage real estate transactions from contract to close in Richmond, VA. The role requires CVR MLS familiarity, strong organization, and excellent communication with clients and agents.

You will coordinate inspections, contingencies, and vendor services, partnering with the Listing Coordinator to ensure smooth handoffs and timely closings. A proactive approach and attention to detail are essential for success.

Qualifications

• CVR MLS experience with local closing procedures
• Strong organizational and time-management abilities
• Excellent written and verbal communication in client and agent interactions
• Collaborative mindset with accountability and follow-through

Responsibilities

• Coordinate pending and closed transactions in CVR MLS and secondary platforms with accuracy and compliance.
• Lead contract-to-close process, review contracts, manage contingencies, draft addenda, and submit files.
• Hold weekly calls with clients, log activity in the CRM, and ensure on-time closings.
• Execute daily plans for pending and closing transactions, anticipate hurdles, and drive client referrals.
• Schedule inspections, appraisals, and vendor work; obtain quotes and coordinate repairs.
• Coordinate handoffs with Listing Coordinator to ensure seamless transitions through closing.
• Provide first-year post-closing client care and maintain CRM touchpoints.
• Audit transaction systems and files for compliance with CVR MLS guidelines.
• Partner with Operations to continuously improve contract-to-close workflows

Skills

CVR MLS Expertise

Time management

Communication skills

Leadership

Job description

Summary

The Pace of Richmond Company is looking for a meticulous, experienced, and well-organized Transaction Coordinator to become an integral member of our vibrant team in Richmond, VA. Based at 6806 Paragon Place, Suite 300, this position plays a crucial role in managing real estate transactions seamlessly from contract initiation through to closing. The ideal candidate will already know CVR MLS forms, local compliance standards, and regional contract nuances inside and out, allowing them to hit the ground running. If you excel in a fast-moving environment, demonstrate strong communication abilities, and are eager to support real estate agents in delivering outstanding client service, we encourage you to apply.

Responsibilities

• CVR MLS & Platform Management: Coordinate all pending and closed transactions in the CVR MLS and all secondary platforms with complete accuracy, meeting all regional compliance standards and timelines.
• End-to-End Contract-to-Close: Own transaction coordination from beginning to end. Thoroughly review CVR MLS contracts, utilize internal systems to manage contingencies, draft accurate addenda/correspondence, submit compliance and commission files, and ensure clients and agents are prepared for every step.
• Client & Collaborator Communication: Hold weekly phone calls with clients as the primary contract point of contact, logging all activity in the CRM transaction file with the goal of driving every deal toward a smooth, on-time closing. Respond to all communications within the same day during business hours.
• Daily Plan Execution: Execute pending and closing auto-plans daily with speed and precision. Proactively plan ahead to anticipate hurdles, ensuring clients and closings are set up for optimal outcomes—ultimately turning every transaction into two new client referrals.
• Contingency & Vendor Coordination: Schedule and manage all required inspections, appraisals, and contractor work. Obtain vendor quotes, present options to agents and clients for approval, and coordinate all necessary repairs to fulfill contract contingencies.
• Seamless Team Handoffs: Partner closely with the Listing Coordinator for smooth client and deal handoffs once under contract, maintaining continuous collaboration through closing.
• First-Year Post-Closing Client Care: Act as the main point of contact for clients throughout their first year after closing to ensure a smooth transition into their new home. Execute periodic post-close tasks and touchpoints in the CRM to keep clients feeling well-supported long past the closing table.
• Compliance & Auditing: Perform ongoing audits of all transaction systems, tools, and contract files to guarantee strict adherence to CVR MLS guidelines, legal compliance, and quality standards.
• Process Improvement: Collaborate with the Operations Department monthly to evaluate, refine, and optimize our contract-to-close workflows.

Qualifications

• CVR MLS Expertise (Required): Proven, direct experience managing Central Virginia Regional MLS (CVR MLS) contracts, addenda, forms, and local closing procedures.
• Growth-Oriented: Highly productive personally and professionally, always striving to grow and actively engaging in educational opportunities.
• High Energy & Strategic Thinking: Brings consistent high energy, works well independently, and applies strategic thinking to the transaction process with precision.
• Productive & Accountable: Exceptional organizational, prioritization, and time-management skills. Demonstrates strong follow-through, true ownership, and personal accountability.
• Collaborative: Supportively guides clients, agents, and industry partners, consistently exceeding expectations.
• Strong Leadership: Takes full responsibility for meeting contract contingencies while leading clients and vendors through a frictionless contract-to-close process.
• Transparent & Communicative: Outstanding customer service skills with clear, effective written and verbal communication skills. Meticulous attention to detail.
• Culture Fit: Generous with appreciation and gratitude, enthusiastic, and excited to actively participate in a fun, high-performing team environment.

About-our-team

The Pace of Richmond is not your typical real estate team. We don’t do complacency. We live by our values: Growth. Energy. Learning. Productivity. Collaboration. Fun. Giving. We don’t just want you to fit in — we want you to thrive, contribute, and build something that lasts. We’re on a mission to impact and serve our community, and our team's vision is big — to be the top real estate team in Central Virginia and the #1 place for agents to grow their businesses. We foster a culture that’s fast-paced, results-oriented, and unapologetically supportive. We use data and coaching to keep our goals in sight and our feet on the ground. Most importantly, we don’t view you as an employee. We see you as a partner—someone we invest in and rise with!