Real Estate Transaction & Operations Coordinator
Who we are
We're a small, tight-knit team of St. Louis Realtors committed to doing this work the right way. We're hardworking, collaborative, and a little bit scrappy. We treat every client the way we'd treat a close friend navigating one of the biggest decisions of their life. We’re knowledgeable and passionate about the St. Louis community, and take pleasure sharing that knowledge and passion with our clients. We deliver honest feedback (even when it’s inconvenient) and have made going above and beyond our norm.
What this role is
You are the operations backbone of the team – keeping everything behind the scenes organized, on time, and compliant. You own every transaction from contract to close and thrive in your role as the team failsafe. You’re communicative, confident, and you’ve got a system. You support the team members, the team’s clients, and keep everyone moving forward together. You get a genuine thrill from crossing items off your to do list and consider it a good day when you discover a new efficiency. You’re the one who sees a dropped ball before it hits the ground – and the one who catches it.
Transactions (Buyer Side)
• Upon offer acceptance: send next-steps email and contract documents to clients and all parties; file contracts in the backend system; log all contingencies and deadlines; and review documents for compliance, correcting as needed
• Maintain a consistent communication cadence throughout the life of each transaction – proactive next-steps emails at key milestones, plus timely responses to client and vendor questions as they come up
• Stay on top of brokerage compliance requirements for each file; execute amendments and corrections as needed and redistribute to all parties once fully executed
• Keep agents informed and up to date on all open files on a regular cadence
• Provide all clients and stakeholders with warm, high-quality service throughout the process – you think of every client as your own, and you show up for them accordingly.
• After closing: send completed document packages, share review links, send final ALTA, and enter contact info, birthday, closing date, and home anniversary into the CRM
• Maintain ongoing communication with past clients as needed
Listings
• Input and maintain listings in the MLS, ensuring data is accurate and statuses are updated promptly
• Serve as the quality control checkpoint for every listing: auditing documents, details, and materials for accuracy and consistency across the board
• Help install signage, lockboxes, and marketing elements at team listings and maintain them throughout the transaction
• Manage and maintain the Seller Communication System for all active listings
• Prepare homes for showings (disclosures, binders, lights, temperature, blinds, etc) as-needed
• Meet contractors, stagers, and occupancy inspectors at properties as-needed, and coordinate estimates and follow-up
• Collect paid receipts and lien waivers and deliver to agents ahead of final walk-throughs
Team support & operations
• Maintain and optimize existing team systems across transactions, listings, lead generation, and contact database management; proactively suggest improvements when you see a better way
• Facilitate regular team check-ins to review open files, upcoming deadlines, action items, news, updates, and celebrations
• Maintain the CRM and keep all client records current
• Draft offers, inspection notices, and other documents for agents as needed
What we're looking for
• Genuine & consistent - You're a real person who builds real relationships with clients and teammates – not just a paper-pusher.
• Organized to the core -You love systems. You build them, maintain them, and get satisfaction from everything being in its right place.
• Proactively communicative - You don't wait to be asked for updates. You send them. You flag issues before they become problems.
• Ownership mentality - You treat every client and every file like it's yours. You're not "just a TC" – you're ground control. Agents are in the field, and you're the one keeping everything on course.
• Calm under pressure - Deadlines don't rattle you. You've got the receipts, the dates, and the plan – and you can adapt when things change.
Tech comfortable - Google Workspace, CRM tools, transaction management platforms (Dotloop, SkySlope, etc.). You pick up new software quickly.
Bonus Points IF you
• Get excited clicking around on online real estate listings
• Have a Missouri Real Estate license (or are open to getting one)
• Are social media savvy, have a knack for marketing, or interested in becoming so
Pay: $1.00 - $55,000.00 per year
Benefits:
• Flexible schedule
• Referral program
Work Location: Remote