Transaction Coordinator

JOB SUMMARY: (Overall purpose and objective of the job)
The Commercial Real Estate Brokerage Transaction Coordinator for the Dylan Simon and Jerrid Andersen Team provides administrative and transaction support to commercial real estate brokers throughout the sale and leasing transaction lifecycle. This role coordinates documentation, deadlines, approvals, communication, and transaction records to help ensure files are complete, accurate, and processed in accordance with company procedures and applicable requirements.

The Transaction Coordinator works closely with brokers, clients, property owners, tenants, buyers, sellers, escrow and title representatives, attorneys, and internal teams. The role supports transaction execution but does not negotiate business terms, provide legal advice, or replace the broker’s responsibility for client relationships and transaction decisions.

ESSENTIAL FUNCTIONS: (The reason this job exists is to perform these functions. These functions are performed regularly, seriously impacts other jobs, and there are a limited number of employees to whom performance of the function can be distributed).


Coordinate transaction files for commercial real estate sales and leasing assignments from initiation through closing, execution, or other completion
Open transaction files and maintain complete, organized electronic records in the company’s transaction management and document storage systems
Collect, review for completeness, route, and track agreements and related documents, which may include listing agreements, purchase and sale agreements, leases, amendments, disclosures, commission instructions, and closing documents
Track key dates, contingencies, due diligence periods, renewal and termination dates, signature status, and other transaction milestones; send reminders and escalate approaching deadlines
Coordinate document review and approvals with brokers, clients, internal reviewers, and external parties according to company procedures
Communicate transaction status and outstanding items to brokers and appropriate participants, following broker direction and protecting confidential information
For sale transactions, coordinate with escrow, title, lenders, attorneys, and other parties to help move documents and closing requirements forward
For lease transactions, coordinate lease document completion, signature routing, amendments, commencement information, and other post-execution items as assigned
Prepare and process commission documentation, transaction checklists, payment requests, and related records in accordance with company policies
Assist with compliance reviews by checking files for required documentation, signatures, approvals, and other applicable records; follow up on missing or incomplete items
Maintain accurate transaction data in company systems, including status updates, property and client information, key dates, and completed transaction details
Coordinate with brokerage operations, accounting, marketing, research, and other internal teams to obtain required information and support transaction processing
Provide brokers and clients with responsive, professional service while managing multiple files and competing deadlines
Identify recurring workflow issues and recommend improvements to transaction processes, checklists, and service practices
Maintain current knowledge of company transaction procedures, systems, and applicable state and local requirements relevant to assigned work
Perform other related duties as assigned


OTHER FUNCTIONS: (Incidental to the purpose or the job. These functions are performed infrequently and have little consequences to other jobs if not performed).


Perform other duties or projects as requested


ESSENTIAL QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the competencies (minimum knowledge, skill, and ability) required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions)

SKILLS AND ABILITY:

Strong computer skills (Salesforce, Google Workspace, Trello, Asana, Notion, Docusign and MS Excel, Word, PowerPoint, Outlook)
Strong written communication skills with a focus on documentation development and oversight
Ability to prioritize, be proactive, problem-solve, multi-task and utilize resources to execute tasks within a deadline-oriented environment
Demonstrated sense of urgency with execution and follow up of tasks and providing required information
Ability to speak, write and understand English
Excellent communication and organizational skills
Ability to build relationships with clients, vendors and internal partners
Demonstrated ability to function in a team environment and proactively problem solve
Highly motivated and high level of initiative
Willingness and demonstration of professional development and continual learning
Professional, clean and neat appearance
Demonstrated accuracy and attention to detail
Professional and customer-service oriented
Demonstrated commitment to continuous process improvement
Ability to partner with Broker’s and other internal stakeholders to coordinate activities to complete a common task
Ability to occasionally travel
Ability to handle confidential and sensitive information


EDUCATION/CERTIFICATION:

Bachelor’s degree in business administration preferred, or equivalent required; or a combination of education and experience


REQUIRED KNOWLEDGE:

Strong understanding of the commercial real estate industry, including commercial leasing, lease agreements, purchase and sale agreements, and transaction processes
Knowledge of commercial real estate transaction documentation, deadlines, and applicable brokerage procedures


EXPERIENCE REQUIRED:

2-3+ years CRE experience or a combination of experience and education


WORK ENVIRONMENT: (The work environment described here are representative of those that the employee must be in in order to successfully perform the essential functions of this job.)

This is a standard office environment with standard office noise like talking, office equipment, etc.


PHYSICAL DEMANDS: (The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.)


While performing the duties of this job, the employee is regularly required to talk and hear. The employee must frequently sit and use a computer for long periods of time. Specific vision abilities are required to do this job including close vision. The employee must sometimes lift and/or move items up to 10 pounds.


SUPERVISORY RESPONSIBILITIES: (scope of the person’s authority, including a list of jobs that report to this job).


There are no direct supervisory responsibilities