• Real Estate Transaction Coordinator

    Baird & Warner (Highland Park, IL)


    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).

    Duties and responsibilities include but are not limited to:

    + 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, HomeLight, KV Core, Zillow, Realtor.com, 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

    Requirements and skills:

    + 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

    Compensation and Benefits:

    + 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.