We are seeking a highly organized and detail-oriented Real Estate Transaction Manager to manage both the contract lifecycle for real estate transactions and the listing process for properties. This role requires exceptional attention to detail, strong communication skills, and the ability to handle multiple transactions and listings simultaneously. The Specialist will serve as the primary point of contact between agents, clients, vendors, lenders, title companies, and other stakeholders, ensuring a smooth and efficient process from listing initiation to contract closing.
Compensation :
65,000 - $70,000 yearly
Responsibilities :
Listing Preparation Coordination :
- Coordinate and manage the listing process for both for-sale and for-rent properties.
- Gather and verify property details, disclosures, and listing agreements.
- Schedule and oversee professional photography, videography, staging, and necessary property improvements.
- Ensure all required documents are completed, signed, and submitted on time.
- Communicate with sellers and landlords to keep them informed throughout the listing process.
Marketing MLS Management :
Prepare and input property listings into the MLS and other marketing platforms.Write compelling and accurate property descriptions highlighting key features.Ensure listings are updated with accurate pricing, status changes, and property details.Vendor Client Coordination :
Liaise with vendors and inspectors to schedule repairs and property cleanings as needed.Work closely with photographers, home stagers, and marketing teams to ensure high-quality presentation of listings.Serve as the main point of contact between real estate agents, clients, and third-party service providers.Contract Initiation Management :
Review purchase agreements for accuracy and completeness.Create and manage transaction files, ensuring all necessary information is recorded accurately.Verify data entry before distributing contract copies to agents, title companies, lenders, and other relevant parties.Ensure that all required disclosures, addenda, and agreements are properly executed.Document Management Compliance :
Collect, organize, and maintain all transaction-related documents.Ensure that documents are properly signed, dated, and uploaded to the correct transaction management systems.Verify earnest money deposit (EMD) receipts and track submission deadlines.Monitor compliance with brokerage, state, and federal regulations.Ensure that required documents (e.g., property disclosures, title reports, HOA documents) are submitted within deadlines.Conduct weekly audits of transaction files and address any missing or incomplete documents.Communication Coordination :
Serve as the primary liaison between agents, clients, title companies, lenders, and other parties.Implement and maintain a structured communication plan to keep all stakeholders informed.Draft and send introduction emails to all parties outlining key contacts and timelines.Schedule and confirm important milestones, including home inspections, appraisals, and closing appointments.Respond to agent and client inquiries promptly, ensuring excellent customer service.Transaction Timeline Contingency Tracking :
Create and maintain a detailed transaction timeline, ensuring key dates and deadlines are met.Track contract contingencies such as :Inspection Contingency – Monitor inspection completion and the negotiation process.Appraisal Contingency – Confirm the lender orders the appraisal in a timely manner and that the result is sufficient to the contract.Loan Contingency – Ensure financing approval is secured by the lender’s deadline.Send deadline reminders and follow up with agents to ensure timely completion of contractual obligations.Closing Preparation Post-Closing Responsibilities :
Confirm that all contract conditions are met before closing.Coordinate with title companies and lenders to finalize settlement details.Ensure we receive a copy of the settlement statement to review before it is sent to the buyer or seller.Verify that the final Closing Disclosure (CD) has been issued to the buyer within the required timeframe.Ensure that title and escrow companies have all necessary documents.Monitor closing day activities to prevent last-minute issues.Confirm that funds are wired for closing and that escrow has recorded the transaction with the county.Organize and store all closing documents per brokerage or legal retention policies.Qualifications :
Required Skills Qualifications :
Minimum of 2 years of experience in real estate transactions, listing coordination, or a related administrative role.Strong knowledge of real estate contract processes, compliance requirements, and transaction timelines.Exceptional organizational and time-management skills, with the ability to handle multiple transactions and listings simultaneously.High attention to detail and accuracy in document review and data entry.Excellent written and verbal communication skills for professional correspondence with clients and stakeholders.Ability to proactively identify and resolve contract- and listing-related issues before they become problems.Proficiency in transaction management software (AFrame, SkySlope, Dotloop, or similar platforms).Preferred Qualifications :
Prior experience as a Real Estate Transaction Manager, listing coordinator, or compliance officer.Knowledge of MLS, title company procedures, and escrow processes.Familiarity with FHA, VA, and Conventional loan processes / requirements.Experience working with virtual assistants and remote teams.About Company
The Shepherd Homes Group is among the top 5 producing teams in the greater Washington, DC area and in the top 1% in the nation. What separates us from our competitors is that we are not in business simply for the next deal. We are in it to build the next relationship.
Our team was founded on the principles of a Shepherd. To us, it's someone who sacrifices everything to guide and protect those they care for. This is exactly what we set out to do for clients. Our team consists of real estate agents who love the industry and wholeheartedly appreciate that buying and selling a home is often a major milestone and an important part of achieving the American dream. The team is transforming the way real estate is conducted and will lead the way in how teams will operate in the future.
We are built to help build each agent’s business so that each agent can make a bigger impact in helping families better their lives through real estate.
Salary : $65,000 - $70,000
