Real Estate Transaction Coordinator

Client Name: Jonathan Vining/Brad Warnock
Client’s Role: Owner
Brokerage/Industry: KW RE
US State/Country: GA
County/Province: Greene

JOB DESCRIPTION:
Transaction Manager
Manage contract-to close timelines and deadlines
Track inspections, appraisals, financing, closing dates
Communicate with all parties as needed (Buyers, sellers, agents, lenders, etc.
Maintain and update transaction checklists
Schedule and coordinate home inspections, photoshoots, appraisals, closings
Ensure smooth communication flow and on-time completion of each step
Listing Management (avg. 30-45) (Primary)
Create and update property listings on MLS platforms (Paragon, GaMLS, Navica), Zillow, ---------- , and company website
Write and proofread property description for accuracy and appeal
Upload, organize, and update listing photos and videos
Monitor and update listing status (Active, under contract, sold)
Coordinate installation, collection, and tracking of property lockboxes
Ensure consistent and accurate information across all listing platforms
Maintain marketing materials to reflect current listing status
Document Preparation & Management (Primary)
Prepare and proofread real estate documents including:
Listing agreements, purchase and sale contracts, addendum, disclosures, leases
Use templates and GAR forms for document consistency
Manage digital filing systems (Google Drive, Dropbox)
Track document completion and signatures via Dotloop or Docusign
Maintain compliance with brokerage and state documentation standards
Ensure all transactions files are complete, organized and accessible
Administrative support and Data Management (Secondary)
Perform data entry and maintain up-to date client transaction records
Log showing feedback and update CRM systems (Sierra Interactive, KW Command)
Conduct market research on sales trends, pricing, and neighborhood data (weekly, templates available)
Prepare agendas, reports (Monday morning), and materials for team meetings
Coordinate travel arrangements for conferences or client events
Support onboarding and training logistics for new agents (2-3 a year)
Monitor and respond to online reviews and inquiries as needed
Social Media Support and Marketing as needed (Secondary)
Assist in managing social media accounts: Facebook , Instagram, LinkedIn, Youtube, Tiktok
Schedule and post content to promote listing and team activities
Create and send newsletters via mailchimp once a month
Contacts update
Help design basic marketing materials (flyers, property listings, highlights, etc.) as needed basis
Track engagement metrics and report social media performance

IMPORTANT NOTES:
Tools
RE Platforms: GAR Forms, MLS Systems (Paragon, GaMLS, Navica), Sierra Interactive CRM, KW Command, GSCCA; County and Local Tax Assessor databases, Zillow, Realtor,com, company website
Marketing and Communication Tools: Mailchimp, ShowingTime, Social Media (Facebook , Instagram, LinkedIn, YouTube, Tiktok)