Transaction Coordinator

RealtySouth; Scottsdale (AZ); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Medical

Health Savings Account

Dental

Vision

Life Insurance

Paid Vacation (PTO)

401(k) with employer match

Flexible Spending Account

Employee Assistance Program (EAP)

Job summary

RealtySouth in Scottsdale, AZ is seeking an efficient Real Estate Administrative Assistant to support sales associates and management with transaction reviews, document processing, and client communications.

You will coordinate paperwork, manage files, prepare marketing materials, and train new staff on software and office equipment, ensuring timely responses and accurate records. This role offers growth within a supportive real estate team.

Qualifications

• 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.

Responsibilities

• 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.
• Perform data entry tasks, prepare general correspondence, and maintain forms/supplies.
• 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.
• Compile marketing materials, handle advertising, schedule appointments and coordinate other transaction activities.
• Provide and/or coordinate accurate and timely communication with external contacts such as homeowners, closing agents, staff from other real estate brokerages, service personnel and vendors.
• Confirm earnest money checks and forward check to accounting to comply with timeframes.
• Prepare and maintain files for document storage.
• Train new staff and sales associates on software and office equipment. Serve as back-up to office staff.
• Perform additional duties as requested or assigned.

Skills

Typing 45 wpm

Independent work

Oral & written communication

Analytical thinking

Detail-oriented

Organizational skills

Multitasking

Education

High school diploma or equivalent

Post-secondary coursework preferred

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. Compile marketing materials, handle advertising, schedule appointments and coordinate other transaction activities. (10-15%)

5. Provide and/or coordinate accurate and timely communication with external contacts such as homeowners, closing agents, staff from other real estate brokerages, service personnel and vendors. (10-15%)

6. Confirm earnest money checks and forward check to accounting to comply with timeframes. (5-10%)

7. Prepare and maintain files for document storage. (5-10%)

8. Train new staff and sales associates on software and office equipment. Serve as back-up to office staff. (0-5%)

9. 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
• 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.