Executive Assistant/Transaction Coordinator

Job Description: Executive Assistant and Transaction Coordinator

About Us: At Jeremy Orton Real Estate Group, our mission extends beyond mere real estate transactions; we are dedicated to transforming dreams into reality. Our innovative approach to real estate is powered by a team that's committed to pushing boundaries and exceeding expectations. As an executive assistant and transaction coordinator, you will play a central role in our mission to provide exceptional service and results to our clients by assisting our Real Estate Agent Team in the following:

Your Role and Responsibilities:

Client-Centric Excellence:

• Be a point of contact for clients once a contract is secured, offering unwavering support and addressing all inquiries under agent guidance.
• Manage appointments, meetings, and events, ensuring a smooth and professional experience for all stakeholders.
• Build and maintain meaningful connections with clients, vendors, and partners to support long-term relationships.

Master of Closing Coordination:

• Oversee real estate transaction processes from contract to close, ensuring all documentation is accurate and timely under agent guidance.
• Coordinate property inspections, acting as the liaison between clients, inspectors, and cooperating agents.
• Maintain consistent communication with lenders to ensure a timely closing process.
• Review the title commitment to identify and address any inaccuracies or potential issues under agent guidance.
• Collaborate with cooperating agents to ensure deadlines are met.
• Prepare and distribute necessary documents, including addendums and inspection contingencies under agent guidance.
• Oversee well and septic inspections, ensuring all details are accounted for.
• Manage earnest money and its transfer to the title company under agent guidance.
• Facilitate the dissemination of essential information to clients under agent guidance.
• Ensure all invoices are sent to the title company for timely payment at closing.
• Review settlement statements meticulously to ensure accuracy under agent guidance.
• Schedule final walkthroughs and closings, coordinating with clients, title, and cooperating agents.
• Proactively monitor deadlines and communicate concerns to agents when necessary.
• Emphasize the importance of client reviews throughout the closing process.

Administrative Excellence:

• Handle correspondence, organize files, and oversee office operations with a focus on efficiency.
• Draft, edit, and refine documents, reports, and presentations.
• Assist the executive team with scheduling, travel arrangements, and expense management.

Special Projects and Errands:

• Assist the executive team with various special projects as assigned, ensuring timely and successful completion.
• Run errands and coordinate logistics for the executive team, maintaining flexibility and reliability.
• Provide additional support for ad-hoc tasks and initiatives that align with team goals.

Process Efficiency and Documentation:

• Leverage effective action plans to maintain consistent client communication throughout the closing process.
• Maintain detailed notes in our CRM system to track the progress of each transaction.
• Prepare and submit weekly performance updates to the Director of Operations and attend coaching sessions.
• Contribute to team events and training sessions.

Contributor to Growth:

• Participate in team-building exercises and annual business planning initiatives.
• Engage in client appreciation events to strengthen client relationships.
• Dedicate time to reading assigned materials, including books and articles.

Tech and Software Mastery:

• Leverage your expertise in Google Suite and Microsoft Office to optimize workflows and productivity.
• Stay adaptable to new software and tools, integrating them into our operations seamlessly.

Qualifications:

• Real estate license or willingness to obtain one—preferred but not required.
• Proven experience as an executive assistant, transaction coordinator, or administrative professional in a fast-paced environment.
• Exceptional organizational skills and a strong attention to detail.
• Excellent communication abilities to effectively engage with clients, team members, and industry partners.
• Proficiency in Google Suite and Microsoft Office.
• Prior experience in real estate transactions or related fields is a plus.
• A proactive attitude with the ability to thrive under pressure.

Education:

• High school diploma or equivalent required. Bonus points for additional certifications in office administration, real estate, or related fields.

Compensation and Benefits:

• Pay: $38,643.26 - $52,683.57 per year
• Expected Hours: Full-time, 40 hours per week
• Schedule:
• 8-hour shifts, Monday to Friday, with occasional weekends as needed.
• Benefits:
• 401(k) with matching
• Flexible schedule
• Paid time off
• Bonuses based on performance

Relocation Requirement:

• Must relocate to Twin Falls, ID 83301, before starting work.

Join Our Team: If you’re ready to take on the challenge of being our Executive Assistant and Transaction Coordinator, apply today! This is your chance to be an integral part of a team that values your skills and contributions, helping us deliver exceptional experiences to our clients and partners.

Job Type: Full-time

Pay: $38,643.26 - $52,683.57 per year

Benefits:

• 401(k)
• 401(k) matching
• Flexible schedule
• Paid time off
• Professional development assistance

Schedule:

• 8 hour shift
• Weekends as needed

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)
• Real estate administrative: 1 year (Preferred)

Ability to Commute:

• Twin Falls, ID 83301 (Preferred)

Ability to Relocate:

• Twin Falls, ID 83301: Relocate before starting work (Required)

Work Location: In person

Salary : $38,643 - $52,684