Job Description

ALL CANDIDATES MUST HAVE AN ACTIVE MARYLAND REAL ESTATE LICENSE, BE CURRENTLY ENROLLED IN REAL ESTATE CLASSES OR BE WILLING TO ENROLL IN REAL ESTATE CLASSES.

Northrop Realty is in search of a full-time Real Estate Transaction Coordinator (Client Care Coordinator) to jointly support our Lutherville-Timonium and Phoenix, MD offices. Prior real estate transaction experience preferred with exceptional knowledge of both the listing and sales process.

The Real Estate Transaction Coordinator or Client Care Coordinator is a unique individual who has a passion for real estate and thrives in the administrative arena. The candidate will be outgoing, drawing energy from working individually as well as with people. They have a strong sense of urgency, but not at the expense of quality. In addition, they demonstrate on a daily basis the knowledge, attitudes, skills, and habits of a high achiever who is committed to putting clients and agents first, doing the right thing, and seeking win-win outcomes. The Transaction Coordinator must be adaptable to change and be solutions oriented. They will manage the entire listing-to-contract-to-close process as well as the buyer contract-to-close process, efficiently and effectively to ensure all transactions close on time, with little or no hassle to clients and third parties. This individual must provide exceptional customer service and always maintain a positive outlook.

Essential Duties and Responsibilities:

Act as liaison between real estate agents, clients, attorneys, title companies, and mortgage brokers during the process of a real estate sale and effectively manage the administrative tasks involved in closing a sale

Create timelines and follow up with individuals as needed to ensure all deadlines are met and contingencies are released

Maintain accurate and compliant files for all transactions

Create a house file (physical and digital) for all transactions

Understand the listing agreement and contract of sale in order to summarize all important terms, conditions, and contingency dates

Communicate with the agent several times throughout the transaction including all important dates, missing documents, calendar reminders, file compliance status, etc.

Communicate regularly with the client to send them reminders, check in, and let them know what to expect in each step of the listing and/or closing process

Establish relationships with all third parties including lenders, inspectors, appraisers, and all agents in order to ensure a smooth closing process and share relevant information

Be the first point of contact for all questions that arise throughout the listing process, from providing showing feedback to ordering brochures to ensuring the home is showcased well in both the MLS and associated marketing

Be the first point of contact/resource for all questions that arise throughout the closing process from agent (and client, attorneys, lenders, appraisers, other transaction coordinators/Realtors, etc.) 

Stay in good communication with the agent if any issues arise that they need to handle or negotiate

Coordinate closing date, time, and location and notify all parties

Notify client about utility accounts to set up/cancel

Ensure the closing file for the agent is complete including any documents needing signatures/initials/dates, commission amount for the check to bring back, and any other documents needed from closing

Close out the file after the closing including changing the MLS status to closed for our listings, double-checking the file, making an electronic copy of the CD-ALTA, processing the check and uploading all settlement-related documents to our CRM