Real Estate Transactions Coordinator

We’re hiring a Real Estate Transaction Coordinator to own the contract-to-close lifecycle with a sharp focus on Offer to Purchase (OTP), Purchase & Sale (P&S), and closing documentation. You’ll coordinate every milestone, document, and stakeholder—from attorneys and lenders to title, appraisers, HOAs, and municipalities—so deals hit deadlines with clean files, clear communication, and zero surprises.

Core Responsibilities:

1) Offer to Purchase (OTP) – File Launch & Deposits

1. Open a new file within 4 business hours of OTP acceptance; build master timeline and contact sheet.
2. Verify OTP terms: contingencies, earnest money (EMD) amounts/dates, target P&S date, closing date, inclusions/exclusions.
3. Coordinate EMD delivery and escrow receipt; file and confirm with parties.
4. Distribute OTP and key dates to buyer/seller agents, attorneys, lenders, and title/closing attorneys.

2) Purchase & Sale (P&S) – Drafting, Riders, Deposits

1. Calendar the P&S deadline; collect attorney contacts; circulate OTP + disclosures to counsel.
2. Route P&S drafts/riders between attorneys; track redlines/approvals; maintain version control and e-sign execution.
3. Confirm second deposit requirements; obtain escrow receipt once posted.
4. Ensure all required disclosures/addenda (lead paint where applicable, condo/HOA riders, septic/title V equivalents, etc.).
5. Deliver fully executed P&S to all stakeholders and to the lender.

3) Contingency Management – Inspection, Appraisal, Mortgage

1. Inspection: schedule within deadline; route findings; manage credits/repairs and addenda; log outcomes.
2. Appraisal: confirm order immediately post-P&S; coordinate access; track receipt and any value-gap resolutions.
3. Mortgage Commitment: track underwriting milestones; escalate risks; ensure timely commitment or approved extension.

4) Title, Liens & Municipal/HOA Requirements

1. Coordinate with closing attorney/title for title search, payoffs, lien releases, estoppels/questionnaires.
2. Condos/HOAs: request resale docs (budget, minutes, rules/regs, master insurance), questionnaires, and any transfer fees.
3. Order municipal items as required by jurisdiction (e.g., lien/utility statements, final water/sewer, smoke/CO where applicable).

5) Repairs/Credits & Access Coordination

1. Facilitate vendor quotes and approvals tied to inspection outcomes; track invoices and completion.
2. Manage access for inspectors, appraisers, contractors, smoke/CO (where applicable), and final walkthrough.

6) Closing Disclosure (CD) → CDA → Close-Out

1. Ensure buyer provides HOI binder (and flood cert if required).
2. Confirm CD issuance (TRID 3-day rule) and final figures; reconcile discrepancies.
3. Prepare Commission Disbursement Authorization (CDA) and referral agreements; confirm splits.
4. Coordinate final walkthrough and key/possession logistics.
5. Post-close: archive full file within 48 hours, reconcile commissions, update CRM, and request testimonials.

Stakeholders You’ll Orchestrate

• Internal: Listing/Buyer Agents, Brokerage Ops/Accounting
• Legal/Title: Buyer’s Attorney, Seller’s Attorney, Closing Attorney/Title Company
• Finance: Buyer’s Lender (LO, processor, underwriter), Appraiser
• Property/HOA: Property Manager, HOA/Trustees, Condo Mgmt, Master Insurance broker
• Vendors: Inspectors, Contractors/Trades, Fire Dept (where applicable), Utility Depts/Municipalities
• Clients: Buyers, Sellers, and (where relevant) Tenants

State Nuances You’ll Own

• Massachusetts (quick reference)

1. 6D Certificate (M.G.L. c.183A §6(d)) for condos; Municipal Lien Certificate (MLC); final water/sewer when applicable.
2. Smoke/CO Certificate from local fire department required for transfer.
3. Lead Paint Disclosure for pre-1978.

• New Hampshire

1. Real Estate Transfer Tax (RETT): Buyer and seller each pay $0.75 per $100 of the price/consideration (total effective 1.5%). Track in closing figures and confirm party allocations.
   revenue.nh.govJustia Law+1
2. PA-34 (Inventory of Property Transfer): Ensure title/closing attorney files PA-34 with the NH Department of Revenue within 30 days of deed recording; retain proof in the file.
   revenue.nh.govco.cheshire.nh.us
3. Condo Resale Certificate (RSA 356-B:58): Coordinate buyer’s right to obtain association statements and resale materials (financials, rules/regs, assessments); ensure timely delivery and buyer review period.
   Justia Law+1
4. Smoke/CO: NH does not have a statewide municipal smoke/CO certificate requirement at closing (unlike MA). Detectors are still required by state fire code—confirm local expectations and any program-specific requirements.
   info.buyersbrokersonly.comNew Hampshire Housing
5. MLS: Use PrimeMLS (formerly NEREN) for NH documents/status where MLS actions are needed.
   PrimeMLS

Note: Municipal practices (e.g., final water/sewer reads) vary by town in NH; confirm early with the closing attorney and add to the timeline.

Performance Expectations (KPIs)

• Speed & SLAs

1. File Open: ≤ 4 business hours from OTP acceptance
2. Executed P&S On-Time:
   ≥ 95% by deadline
3. Stakeholder Response Time (median): ≤ 2 business hours (same-day responses)

• Quality & Compliance

1. On-Time Contingencies:
   ≥ 95% (inspection, appraisal, mortgage commitment)
2. Document Accuracy (first pass):
   ≥ 99% complete/signatures/fields
3. Audit Pass Rate:
   100% compliant files (state + brokerage)

• Outcomes & Experience

1. CD Issued on TRID timeline:
   ≥ 98%
2. Fall-Through (non-controllable excluded):
   ≤ 12%
3. Agent Satisfaction:
   ≥ 9/10 | Client NPS:
   ≥ +60

Tools & Systems

1. E-Sign/Transactions: DocuSign Rooms / Skyslope / Dotloop (version control, audit trail)
2. MLS:
   MLS PIN (MA) and PrimeMLS/NEREN (NH) for docs/status updates.
   PrimeMLS
3. Docs/Tracking: Google Drive (structured folders), Asana (timeline/tasks), Notion (checklists/playbooks)
4. Comms: Slack/Hiver, phone system; templated status updates
5. Back Office: Brokerage CRM (e.g., Follow Up Boss/HubSpot), accounting handoff for commissions/CDAs

Weekly Rhythm (EST)

1. Daily (AM): Triage inbox; verify today’s deadlines; confirm appointments/access
2. Midday: P&S redlines routing; lender/title follow-ups; municipal/HOA requests (by state)
3. 3:00p: Status pushes (agents/clients); risk flags with options; next-day prep
4. Fri: File audits, KPI snapshot, template/process improvements

What We’re Looking For (Qualifications)

• Must-Haves

1. 3+ years residential transaction coordination or brokerage operations with OTP → P&S → Closing focus
2. Mastery of MA and NH milestones and documents (e.g., MA 6D/MLC/smoke cert; NH RETT, PA-34, RSA 356-B resale docs)
3. Expert document control and contingency tracking; calm, proactive communicator
4. Proficient with e-sign platforms, Google Workspace, and project/task tools

• Nice to Have

1. Condo/HOA heavy experience (resale packages, master insurance, transfer fees)
2. Familiarity with repairs/credits workflows and basic accounting for commission splits/referrals

• Work Setup

1. Remote, EST hours, reliable internet/phone; occasional after-hours coordination for time-critical closings

Compensation & Benefits

1. Competitive salary (DOE) + per-file performance bonus
2. PTO: 10 vacation, 5 sick, 10 paid holidays
3. Training budget, modern tooling, and growth path to Senior TC or Brokerage Ops Lead

Why Join Us?

1. You’ll be the air-traffic control for smooth closings—owning timelines, documents, and decisions in two states.
2. Work with responsive leadership, tight feedback loops, and scalable systems you’ll help refine.
3. Your rigor and communication directly reduce risk and increase client happiness.