Real Admin/ transaction coordinatorManager

Real Estate Transaction Coordinator / Brokerage Administrator We are seeking a highly organized, detail-oriented Real Estate Transaction Coordinator / Brokerage Administrator to support our growing real estate brokerage. This role is critical to ensuring smooth transaction flow, accurate file management, agent support, brokerage compliance, and day-to-day property management operations. The ideal candidate is proactive, tech-savvy, and thrives in a fast-paced real estate environment. This position works closely with brokerage owners, managing brokers, agents, and the property management division to support transactions from contract to close, maintain brokerage records, assist with agent onboarding and retention, oversee administrative operations, and help manage daily property management workflows. ⸻ Key Responsibilities Transaction Coordination & File Management * Coordinate real estate transactions from contract to closing. * Upload, organize, and maintain transaction files in the brokerage system (e.g., Broker tools, Dotloop, SkySlope, etc.). * Ensure all required documents are completed, signed, and compliant. * Track important transaction deadlines (inspections, appraisals, financing, closings). * Maintain accurate records of pending, closed, expired, and terminated transactions. * Communicate with agents, lenders, title companies, attorneys, and clients as needed. * Perform file audits to ensure compliance with brokerage and state regulations. * Store transaction documents in accordance with record retention requirements. ⸻ Brokerage Administration & Compliance * Maintain and organize brokerage-wide files and records. * Track and record all closings for reporting and compliance purposes. * Assist brokers with compliance documentation and audits. * Ensure proper disclosures, advertising compliance, and required paperwork are completed. * Stay current with brokerage policies, procedures, and applicable real estate regulations. ⸻ Property Management Operations * Utilize DoorLoop to manage and track the day-to-day operations of the brokerage’s property management division. * Maintain accurate tenant, owner, lease, maintenance, and property records within DoorLoop. * Track lease renewals, move-ins, move-outs, inspections, maintenance requests, and property management deadlines. * Coordinate with property owners, tenants, vendors, and maintenance personnel as needed. * Assist with documenting communications, uploading files, and maintaining complete property management records. * Support the property management team with administrative tasks and ensure records remain organized and compliant. ⸻ Marketing & Advertising Support * Create and manage property advertisements using Canva. * Upload listings and marketing materials as needed. * Ensure advertising complies with state regulations and brokerage policies. * Assist with general marketing, branding, and social media projects as assigned. ⸻ Agent Support & Communication * Serve as a primary point of contact for agents regarding transaction and administrative questions. * Communicate regularly with agents to obtain missing documents and transaction updates. * Assist agents with brokerage systems, software, and transaction processes. * Provide ongoing administrative support to help agents remain organized and productive. ⸻ Agent Onboarding & Retention * Coordinate agent onboarding, including: * Collecting required licensing documentation and agreements. * Setting up agents in brokerage systems and technology platforms. * Track agent licenses, renewal dates, and required documentation. * Assist with agent retention efforts, internal communication, and support initiatives. * Maintain accurate agent rosters and records. ⸻ Broker & Ownership Support * Provide direct administrative support to brokerage owners and managing brokers. * Assist with internal reporting, organization, and special projects. * Help streamline brokerage workflows, systems, and operational processes. * Handle confidential information with professionalism and discretion. ⸻ General Administrative Duties * Manage emails, documents, and internal communications. * Maintain organized digital filing systems. * Assist with scheduling, reminders, and task tracking. * Perform other administrative, transaction coordination, and brokerage support duties as assigned. ⸻ Qualifications * Experience in real estate administration or transaction coordination preferred. * Strong understanding of real estate contracts and transaction processes. * Excellent organizational and time-management skills. * Strong written and verbal communication skills. * Proficiency with Canva and common real estate software platforms. * Experience using DoorLoop, or the ability to quickly learn and manage daily property management operations within the platform. * High attention to detail and ability to manage multiple transactions and administrative responsibilities simultaneously. * Ability to work independently and collaboratively within a team environment. * Professional, dependable, organized, and solution-oriented. ⸻ Preferred Skills (Not Required but a Plus) * Transaction Coordinator certification. * Active or inactive real estate license. * Experience with compliance audits and brokerage operations. * Familiarity with MLS systems, brokerage back-office platforms, and property management software. * Experience with DoorLoop, SkySlope, Dotloop, or similar transaction and property management systems.