Real Estate Transaction Coordinator

Executive Asset Properties powered by KW

Leawood, KS, USA

Published: 6/14/2022

Real Estate

Full Time

Job Description

In-House Real Estate Transaction Coordinator

COMPENSATION: $50,000-$75,000 salary. Includes base salary plus per-closing and performance bonuses

This position includes a long-term pathway to six-figure compensation as the team’s transaction volume grows. Actual compensation will depend on team production, individual performance, accuracy, client-service standards, and successful closings.

LOCATION: Kansas City Metro — In-Person/In-House Position

EMPLOYMENT TYPE: Full-time

ABOUT EXECUTIVE ASSET PROPERTIES

Executive Asset Properties is a growing real estate team affiliated with Keller Williams and serving buyers, sellers, and investors throughout the Kansas City metropolitan area.

We are building more than a high-producing real estate team. We are building a relationship-driven organization known for delivering five-star service to clients, supporting our agents, and creating lasting relationships that lead to repeat business and referrals.

We believe an exceptional transaction experience should make clients feel informed, cared for, and confident from contract to closing. We are looking for a Transaction Coordinator who shares that belief and takes genuine pride in helping people.

POSITION OVERVIEW

We are hiring an experienced, full-time, in-house Real Estate Transaction Coordinator to manage our residential transactions from accepted contract through closing.

This is not simply a paperwork-processing position. The person in this role will serve as an important point of contact for clients, agents, lenders, title companies, inspectors, vendors, brokerage personnel, and cooperating agents.

Our ideal candidate is highly organized, proactive, relationship-focused, and committed to creating a five-star experience. They anticipate problems, communicate before someone has to ask, protect contractual deadlines, and make clients and agents feel supported throughout the transaction.

The right person will understand that outstanding transaction coordination can also help generate future business. When clients receive exceptional communication and care, they are more likely to return, leave positive reviews, and refer their friends and family.

SCHEDULE & WORK ENVIRONMENT

This is a full-time, in-house position with a standard Monday-through-Friday work schedule. Transaction deadlines and urgent client needs may occasionally require additional availability outside normal business hours.

This position requires consistent communication, visibility, and accountability. It is not designed as a primarily remote role.

WHAT WE OFFER

A stable base salary plus performance-based earning opportunities.
Per-closing and performance bonuses.
A compensation structure designed to reward increased volume, exceptional service, accuracy, and operational excellence.
A long-term pathway to six-figure compensation as team volume grows.
The opportunity to help shape and improve the team’s transaction systems.
A relationship-focused culture centered on five-star service.
Direct access to team leadership.
The opportunity to grow alongside an expanding real estate organization.
A meaningful role in protecting clients, supporting agents, and strengthening the team’s reputation.

HOW TO APPLY

Please submit your résumé along with a brief response in a cover letter addressing the following:

How many years of residential transaction coordination experience do you have?
Approximately how many active files have you managed at one time?
Which transaction-management, CRM, MLS, and brokerage systems have you used?
What does five-star service look like during a real estate transaction?
Describe a transaction problem you identified and resolved before it affected the client or closing.
Why are you interested in joining a growing, relationship-driven real estate team?

Executive Asset Properties is looking for someone who wants more than a task-based position. We want a professional who will take ownership of the transaction experience, care deeply about the clients we serve and our agents, and help us build a company known for exceptional relationships and service.

Compensation:

$50,000 - $75,000 yearly

Responsibilities:

Manage buyer and seller transactions from accepted contract through closing.
Review executed contracts for completeness, accuracy, signatures, dates, deadlines, and required documentation.
Enter and maintain accurate transaction information in Brivity, the MLS, brokerage systems, shared files, and internal trackers.
Create and maintain complete digital transaction files.
Track all contractual dates, contingencies, inspections, appraisals, title requirements, financing deadlines, walkthroughs, and closing appointments.
Proactively communicate upcoming deadlines and required actions to agents and all appropriate parties.
Provide clients with consistent, professional updates throughout the transaction.
Answer client questions within the scope of the position and quickly route contractual, legal, lending, or property-specific questions to the appropriate professional.
Coordinate with agents, lenders, title companies, inspectors, appraisers, vendors, cooperating agents, and brokerage staff.
Follow up on missing documents, signatures, amendments, disclosures, and other required items.
Ensure all brokerage and compliance requirements are completed accurately and on time.
Coordinate closing details and verify that clients and agents are fully prepared.
Monitor transactions for potential problems and escalate concerns before they become emergencies.
Maintain accurate closing, volume, commission, administrative-fee, and production records.
Confirm that the team’s transaction fee is documented and collected when applicable.
Assist with commission documentation and closing-file reconciliation.
Support the team’s review, referral, and post-closing follow-up processes.
Help create and improve transaction checklists, templates, systems, and standard operating procedures.
Communicate clearly and respectfully with agents while holding them accountable for their responsibilities.
Protect confidential client, transaction, financial, and team information.
Provide additional transaction and client-service support as the team grows.

THE CLIENT EXPERIENCE WE EXPECT

Every client should:

Know what is happening and what comes next.
Receive proactive updates without repeatedly asking for information.
Feel that their questions and concerns matter.
Experience coordinated communication between their agent, lender, title company, and transaction coordinator.
Feel supported from contract acceptance through closing and beyond.
Finish the transaction confident enough to recommend our team to someone they care about.

Qualifications:

Candidates should be organized and able to communicate written and verbal information to clients accurately and clearly
Real estate license preferred
Previous experience in transaction management, transaction coordination, real estate, titles, or mortgages highly valued
Passionate about providing excellent customer service
High school or equivalent required, some college experience preferred

Previous residential real estate transaction coordination experience is required.
Demonstrated experience managing multiple active buyer and seller files simultaneously.
Working knowledge of residential real estate contracts, addenda, disclosures, contingencies, and closing timelines.
Missouri and Kansas transaction experience is strongly preferred.
Experience with Brivity, MLS systems, Dotloop, Keller Williams systems, Google Workspace, or similar platforms is preferred.
Strong written, verbal, and telephone communication skills.
Exceptional organization, attention to detail, and follow-through.
Ability to prioritize competing deadlines without losing accuracy.
Ability to communicate professionally with clients, agents, vendors, and brokerage personnel.
Comfortable holding others accountable while maintaining positive working relationships.
Able to recognize potential problems, investigate the issue, and bring forward possible solutions.
Willingness to learn new technology, systems, and AI tools that improve efficiency and client service.
Ability to work independently while remaining highly communicative and accountable to team leadership.
A real estate license is helpful but is not required unless determined necessary for assigned responsibilities.

OUR IDEAL CANDIDATE

You may be the right person for this position if you:

Take personal pride in delivering exceptional service.
Build relationships naturally and genuinely enjoy helping people.
Communicate proactively rather than waiting to be asked.
Notice missing information and follow through until it is resolved.
Remain calm, professional, and solution-focused when a transaction becomes complicated.
Understand that accuracy and deadlines are non-negotiable.
Enjoy creating order, consistency, and clarity.
Care about supporting agents without taking ownership of responsibilities that belong to the agent.
Want to contribute to a strong team culture and be part of something larger than an individual job description.
Are willing to step up when the team or a client genuinely needs help.
Welcome accountability and want your performance to be measurable.
Look for ways to improve systems instead of repeatedly working around the same problems.

About Company

Executive Asset Properties, powered by KW, is a 21-year broker/owner, team leader, and mentorship team that has a heavy focus on the Investor side of Real Estate. We have sold well over 2000 homes, are deeply embedded in the community, and have empowered many agents to become the best in the business by providing the support, training, technology, and mentorship they need to succeed. We are committed to service in everything we do, setting the bar high for anyone on our team.