Real Estate Transaction Coordinator & Client Care Manager

Transaction Coordinator & Client Care Manager - Executive Support Role

Posted 3 days ago

Team Pepka is seeking a highly organized, confident, and experienced Transaction Coordinator & Client Care Manager to join our growing team.

Once a contract is signed, this role becomes the primary point of contact and manages the transaction through closing, overseeing communication, negotiation, timelines, documentation, and issue resolution to ensure a smooth and timely closing. As a member of the team, this position may also support agents and clients prior to contract execution when needed, including assisting with final signatures, endorsements, or preparation to move a deal forward.

In addition to managing transactions, this role serves as a key part of the team's Client Care program. This includes guiding clients through thoughtful post-closing follow-up, maintaining ongoing touchpoints, coordinating testimonials and reviews, and supporting client appreciation initiatives. The goal of the Client Care component is to ensure every client feels supported, valued, and connected to Team Pepka well beyond the closing table.

This is a full-time, in-office position for someone who thrives in a fast-paced environment, takes pride in organization and follow-through, and enjoys working closely with clients, agents, and industry partners.

Compensation- $50,000 - $60,000 yearly salary + Per Closing Bonuses $2,000-$12,000/year

• Manage buyer and seller real estate transactions from executed contract through closing
• Serve as the primary point of contact for buyers, sellers, agents, lenders, title companies, inspectors, appraisers, and vendors
• Coordinate all communication, timelines, and documentation related to each transaction
• Review contracts and addenda to track key terms, conditions, and deadlines
• Draft, manage, and track addenda, amendments, and transaction documents
• Manage & assist with signatures, endorsements, and preparation to move transactions forward when needed
• Proactively identify and resolve issues to keep transactions on track and closing on time
• Notify client about utility accounts to set up/cancel, and help client secure homeowners' insurance or any other services in conjunction with home purchase/sale
• Maintain accurate, organized, and compliant transaction files
• Prepare commission statements and verify commissions and pr orations prior to closing
• Coordinate inspections, appraisals, walkthroughs, and closing logistics
• Close out files after closing, including MLS updates and document archiving
• Communicate regularly with clients to send them reminders, check in, and let them know what to expect in each step of the closing process. (daily/weekly/bi-weekly check-ins as needed or preferred)
• Execute and manage Team Pepka’s After-Sale Closing Plan for all closed transactions
• Conduct post-closing follow-up to ensure client satisfaction and address any outstanding questions
• Manage scheduled client touchpoints following closing to maintain long‑term relationships
• Request and coordinate client testimonials and reviews
• Keep client records, tags, and statuses up to date following closing
• Support ongoing client care efforts designed to encourage repeat business and referrals

• Create and publish closing-related social media content, including congratulations and milestone posts, following team branding guidelines
• Coordinate with team members to collect photos, closing details, and client permissions for posts
• Assist with client appreciation initiatives and retention campaigns
• Attend and support client appreciation and team events (approximately 2–4 per year)
• Assist with event preparation, execution, and post‑event follow‑up

• Collaborate closely with agents and leadership to support smooth daily operations
• Provide overflow support to the admin and agents as needed/necessary
• Maintain a team‑first mindset and contribute to a positive office environment

• Strong understanding of Florida real estate contracts, timelines, and transaction processes preferred
• High level of comfort working on a computer throughout the workday
• Proficien…