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 Open a new file within 4 business hours of OTP acceptance; build master timeline and contact sheet. Verify OTP terms: contingencies, earnest money (EMD) amounts/dates, target P&S date, closing date, inclusions/exclusions. Coordinate EMD delivery and escrow receipt; file and confirm with parties. Distribute OTP and key dates to buyer/seller agents, attorneys, lenders, and title/closing attorneys. 2) Purchase & Sale (P&S) – Drafting, Riders, Deposits Calendar the P&S deadline; collect attorney contacts; circulate OTP + disclosures to counsel. Route P&S drafts/riders between attorneys; track redlines/approvals; maintain version control and e-sign execution. Confirm second deposit requirements; obtain escrow receipt once posted. Ensure all required disclosures/addenda (lead paint where applicable, condo/HOA riders, septic/title V equivalents, etc.). Deliver fully executed P&S to all stakeholders and to the lender. 3) Contingency Management – Inspection, Appraisal, Mortgage Inspection: schedule within deadline; route findings; manage credits/repairs and addenda; log outcomes. Appraisal: confirm order immediately post-P coordinate access; track receipt and any value-gap resolutions. Mortgage Commitment: track underwriting milestones; escalate risks; ensure timely commitment or approved extension. 4) Title, Liens & Municipal/HOA Requirements Coordinate with closing attorney/title for title search, payoffs, lien releases, estoppels/questionnaires. Condos/HOAs: request resale docs (budget, minutes, rules/regs, master insurance), questionnaires, and any transfer fees. Order municipal items as required by jurisdiction (e.g., lien/utility statements, final water/sewer, smoke/CO where applicable). 5) Repairs/Credits & Access Coordination Facilitate vendor quotes and approvals tied to inspection outcomes; track invoices and completion. Manage access for inspectors, appraisers, contractors, smoke/CO (where applicable), and final walkthrough. 6) Closing Disclosure (CD) → CDA → Close-Out Ensure buyer provides HOI binder (and flood cert if required). Confirm CD issuance (TRID 3-day rule) and final figures; reconcile discrepancies. Prepare Commission Disbursement Authorization (CDA) and referral agreements; confirm splits. Coordinate final walkthrough and key/possession logistics. 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) 6D Certificate (M.G.L. c.183A §6(d)) for condos; Municipal Lien Certificate (MLC); final water/sewer when applicable. Smoke/CO Certificate from local fire department required for transfer. Lead Paint Disclosure for pre-1978. New Hampshire 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. [link removed]Justia Law+1 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. [link removed]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 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. [link removed]New Hampshire Housing 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 File Open: ≤ 4 business hours from OTP acceptance Executed P&S On-Time: ≥ 95% by deadline Stakeholder Response Time (median): ≤ 2 business hours (same-day responses) Quality & Compliance On-Time Contingencies: ≥ 95% (inspection, appraisal, mortgage commitment) Document Accuracy (first pass): ≥ 99% complete/signatures/fields Audit Pass Rate: 100% compliant files (state + brokerage) Outcomes & Experience CD Issued on TRID timeline: ≥ 98% Fall-Through (non-controllable excluded): ≤ 12% Agent Satisfaction: ≥ 9/10 | Client NPS: ≥ +60 Tools & Systems E-Sign/Transactions: DocuSign Rooms / Skyslope / Dotloop (version control, audit trail) MLS: MLS PIN (MA) and PrimeMLS/NEREN (NH) for docs/status updates. PrimeMLS Docs/Tracking: Google Drive (structured folders), Asana (timeline/tasks), Notion (checklists/playbooks) Comms: Slack/Hiver, phone system; templated status updates Back Office: Brokerage CRM (e.g., Follow Up Boss/HubSpot), accounting handoff for commissions/CDAs Weekly Rhythm (EST) Daily (AM): Triage inbox; verify today’s deadlines; confirm appointments/access Midday: P&S redlines routing; lender/title follow-ups; municipal/HOA requests (by state) 3:00p: Status pushes (agents/clients); risk flags with options; next-day prep Fri: File audits, KPI snapshot, template/process improvements What We’re Looking For (Qualifications) Must-Haves 3+ years residential transaction coordination or brokerage operations with OTP → P&S → Closing focus Mastery of MA and NH milestones and documents (e.g., MA 6D/MLC/smoke cert; NH RETT, PA-34, RSA 356-B resale docs) Expert document control and contingency tracking; calm, proactive communicator Proficient with e-sign platforms, Google Workspace, and project/task tools Nice to Have Condo/HOA heavy experience (resale packages, master insurance, transfer fees) Familiarity with repairs/credits workflows and basic accounting for commission splits/referrals Work Setup Remote, EST hours, reliable internet/phone; occasional after-hours coordination for time-critical closings Compensation & Benefits Competitive salary (DOE) + per-file performance bonus PTO: 10 vacation, 5 sick, 10 paid holidays Training budget, modern tooling, and growth path to Senior TC or Brokerage Ops Lead Why Join Us? You’ll be the air-traffic control for smooth closings—owning timelines, documents, and decisions in two states. Work with responsive leadership, tight feedback loops, and scalable systems you’ll help refine. Your rigor and communication directly reduce risk and increase client happiness. Originally posted on Himalayas