Real Estate Transaction Coordinator

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This top producing real estate team is looking for a transaction coordinator to join and grow their residential team! Prior real estate experience, excellent Connect MLS, Zenlist, and social media knowledge are required for this position; as well as a current Illinois Real Estate License. This is a dynamic, fast-paced and ever changing environment. The ideal candidate would have an easy going disposition, be an excellent communicator with a positive attitude and extraordinary customer service skills who can operate with a high level of privacy and confidentiality.

We are looking for a self-starter with a natural ability to organize and prioritize daily tasks in a high volume atmosphere, working with a high level of accuracy without getting easily distracted by an increasing to-do list. They should be exceptionally computer savvy and have some experience with marketing and advertising.

This position does require in-person working at the Baird & Warner Highland Park office, ideally Monday-Friday 9am-6pm (flexible schedule).

• Manage ALL team emails and all email accounts
• Manage co-team leads scheduling and tracking of all appointments for agent follow thru
• Handle team communication with internal B&W support services
• Set up, manage and input as well as update the CRM and client management (CLOZE)
• Organize and maintain reports, client folders, files, etc. both electronically and physically
• Track various costs and expenses by transaction
• Follow up, update and organize all real estate transactions both during the active status as well as with the contract care team once under contract to insure a flawless flow of communication between all parties
• Manage and execute with corresponding listing lead, the Rubenstein Fox Team unique 10 step strategic approach when listing properties
• Organize and review incoming leads via email, Home Light, KV Core, Zillow, , and others.
• Prepare relocation reports, aka "BPO's"
• Have strong knowledge and ability to prepare and create market analysis's aka CMA's
• Set up & deliver weekly marketing reports to all sellers / listings
• Coordinate with agents to schedule MLS weekly open houses / broker tours / showings
• Timely follow-up with clients / sellers / other agents, regarding feedback on showings, open houses, broker opens, etc
• Coordinate with contract care and agents all necessary wire requests
• Organize transactions in an effort to keep track of both earnest money deposits, inspection items and any corresponding closing costs in an effort to be prepared with all pre-closing documents
• Attend and/or coordinate inspections and appraisals, communicating with all parties and distributing files as necessary
• Manage, input, and review properties and data on the MLS; run reports and pre-marketing of properties through Reverse Prospecting and other tools
• Manage listing files with details, deadlines, credits, closing details
• Create and/or coordinate any/all farming materials, advertisements, and other marketing materials with marketing services
• Manage social media accounts and online presence
• Create weekly recaps and updates for sellers
• Attend office meetings and take notes at classes and seminars in order to train other team members
• Study and stay abreast of new market data and trends, new platforms to enhance team structure
• Coordinate special events
• Follow up with past clients, and maintain a database of clientele
• Keep office organized, clean and tidy

• Mandatory Real Estate License in Illinois
• Real Estate License in Florida a bonus
• Prior administrative or executive assistant experience
• Proficiency in Microsoft Office (Word, Excel, Power Point) and Google Suite
• Proficiency with Connect MLS, Docusign and Dotloop
• Proficiency with Canva, Marketing Services
• Excellent verbal and written communication skills, as well as excellent phone demeanor
• Ability to adapt and evolve in a fast-paced and fun environment
• Tech savvy and quick study / learner
• Team player attitude
• Discretion and confidentiality
• Strong organizational skills with an ability to think proactively and prioritize work

• This is a contract position with expected annual compensation of $45,000 + bonus opportunities
• Vacation, sick, and personal days after 6 mos
• Excellent growth potential
• Insurance stipend after 90 days.