Transaction Coordinator

HomeServices of America, Inc.; Scottsdale (AZ); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Medical benefits

Health Savings Account (HSA/FSAs)

Dental insurance

Vision insurance

Life Insurance

Paid Time Off (PTO)

401(k) with employer match

Flexible Spending Account (FSA)

Employee Assistance Program (EAP)

Job summary

HomeServices of America, Inc. is seeking an organized administrative professional to support sales associates and management by reviewing offers, processing documents, and handling listing services and clerical tasks.

The role includes client communication and post-closing activities to ensure smooth transactions. You will train staff on software, maintain active files, and support day-to-day office operations, including payments to agents on closed transactions, while upholding company policies

Qualifications

• High school diploma or equivalent, post-secondary coursework preferred.
• Two years administrative experience, preferably in real estate.
• Strong typing, communication, and organizational skills.
• Ability to prioritize multiple tasks and work independently.

Responsibilities

• Coordinate and review transaction documents for accuracy and policy compliance.
• Perform data entry and maintain general correspondence and forms.
• Maintain active files and ensure reports and disclosures are forwarded timely.
• Support sales office operations, including payments to agents on closed transactions.
• Train staff on software and office equipment and provide back-up to office staff.
• Perform additional duties as requested or assigned.

Skills

Typing speed 45 wpm

Independent work

Prioritization

Communication skills

Customer service focus

Organizational skills

Education

High school diploma

Tools

Microsoft Office

Job description

This position supports sales associates and sales management by reviewing and processing offers and lease and purchase contract documents and providing other administrative services to sales associates. Support includes initial listing services, sales coordination, pre and post closing activities, customer communication, forms completion and maintenance and clerical tasks.

Job Duties and Responsibilities (Essential Job Functions)

Common job activities are listed below; actual position responsibilities may vary. Refer to you manager or human resources for specific duties and performance expectations.

1. Coordinate, complete, and/or review transaction documents/paperwork/forms for completeness, accuracy and adherence to company policy and state rules and regulations. Follow up with sales and management staff to correct discrepancies. (30-40%)
2. Perform data entry tasks, prepare general correspondence, and maintain forms/supplies. (20-30%)
3. Maintain/manage active files – price reductions, extensions, expirations - to ensure all information is entered and/or reports and disclosures are forwarded in a timely manner. Keep agents informed on the progress of the files. (15-20%)
4. Assisting brokerage office in supporting sales associates, maintain and perform day-to-day sales office operations, including payments to agents on closed transactions.
5. Train new staff and sales associates on software and office equipment. Serve as back-up to office staff. (0-5%)
6. Perform additional duties as requested or assigned. (0-5%)

Performance Expectations

• Meet all performance and behavior expectations outlined in the company performance appraisal form or communicated by management.
• Perform responsibilities as directed achieving desired results within expected time frames and with a high degree of quality and professionalism.
• Establish and maintain positive and productive work relationships with all staff, customers and business partners.
• Demonstrate the behavioral and technical competencies necessary to effectively complete job responsibilities. Take personal initiative for technical and professional development.
• Follow the company HR Policy, the Code of Business Conduct and all subsidiary and department policies and procedures, including protecting confidential company information, attending work punctually and regularly, and following good safety practices in all activities.

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

• 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.)

We offer a 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

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.