Real Estate Transaction Coordinator - Northrop Realty

Northrop Realty represents buyers and sellers of residential real estate in the Baltimore and Washington metropolitan regions with offices in Annapolis, Baltimore, Clarksville, Columbia, Ellicott City, Fallston, Frederick, Lutherville-Timonium, Phoenix and Sykesville. Northrop Realty also operates coastal office locations in Bethany Beach, DE, Fenwick Island, DE, Lewes, DE, Millsboro, DE, Newark, DE and Oak Island, NC.

At Northrop Realty, we proudly offer a comprehensive benefits package to full-time employees after a 90-day introductory period, designed to enhance your health, and well-being.  Benefits include health insurance (medical, dental, and vision – Individual & Family), health coaching through NOOM, 80 hours of prorated PTO in your first year, 120 hours of PTO afterward, 11 paid holidays including one floating holiday and your birthday. We also provide two weeks of paid parental leave for new parents who have completed at least six months of service. 

In addition to a competitive IRA retirement plan with matching contributions, we also offer supplemental benefits including life insurance, disability coverage, and accident insurance providing you with extra peace of mind.

Additionally, all staff with real estate licenses are eligible to receive commission compensation for referrals, allowing you to benefit from your network while contributing to our success.

Job Summary:

As Northrop Realty’s Client Care Coordinator, you are the main point of contact for listings and buyer transactions. You provide exceptional customer experiences to our homeowners and impeccable administrative support to our agents and third-party partners. 

Essential Functions: 

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Liaises 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.

• Serves as the first point of contact for all questions that arise throughout the both the listing process (e.g., provides showing feedback, orders brochures, and ensures the home is accurate and showcased well in Bright MLS and associated marketing) and the closing process; understands the listing agreement and contract.

• Creates Expectations Meeting with agents; communicates regularly with the agent and provides updates on important dates, missing documents, calendar reminders, file compliance status, issues, etc.

• Communicates regularly with the client to let them know what to expect in each step of the listing and/or closing process; sends reminders, routinely checks-in, and notifies clients about utility accounts to set up/cancel

• Establishes and maintains relationships with all third parties including lenders, inspectors, appraisers, and agents to ensure a smooth closing process and share relevant information.

• Creates timelines and follows-up with individuals to ensure all deadlines are met and contingencies are released.

• Maintain accurate and compliant files for all transactions; creates a digital house file for all transactions.

• Coordinates closing date, time, and location and notify all parties; ensures 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.

• Closes 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 Salesforce.

• Process checks.

• Lives the Northrop values.

Supervisory Responsibilities: 

• None.

Confidentiality

This role may be privy to confidential information which shall not be shared other than with the parties involved in the transactions. Any breach in confidentiality may result in immediate termination. 

Other duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. 

Required Skills/Abilities: 

• Excellent people skills and interpersonal savvy.

• Excellent verbal and written communication skills. 

• Excellent organizational skills and attention to detail.

• Strong time management skills with a proven ability to multitask and meet deadlines.

• Strong initiative.

• Ability to function well in a high-paced environment.

• Strong knowledge of Microsoft Office, Google Workspace, and databases; knowledge of Salesforce a plus.

Education and Experience: 

• High school diploma or equivalent required.

• 2+ years of experience in administrative, project management or transaction processing; real estate experience a plus.

Physical Demands:

• Prolonged periods of sitting at a desk and working on a computer.

• Must be able to lift and carry up to 15 pounds at times. 

Travel Required:

• None.

Please note, this is an in-office role.

All your information will be kept confidential according to EEO guidelines.