Administrative Assistant & Transaction Coordinator

Job Description

Job Description

POSITION OVERVIEW

Coldwell Banker Select is seeking a detail-oriented, organized, and proactive individual to serve as Transaction Coordinator/Office Administrator across our Redding and Red Bluff offices. This full-time position plays a vital support role for our agents and management team, ensuring smooth transaction workflows, professional office operations, and exceptional service to clients and colleagues alike. The ideal candidate brings real estate administrative experience, strong communication skills, and a commitment to accuracy.

POSITION DETAILS

Classification: Full-Time, Non-Exempt

Locations: Redding Office & Red Bluff Office

Schedule: Time equally divided between both office locations

PRIMARY RESPONSIBILITIES

Transaction Coordination

•      Manage full-scale transaction coordination from accepted offer through close of escrow

•      Perform thorough file checking and review to ensure completeness and compliance

•      Process and close transaction files in accordance with brokerage standards

•      Provide agent education and support around transaction processes and ZipForms usage

•      Maintain organized and up-to-date transaction records and documentation

Office Administration

•      Perform front desk duties as needed, serving as a welcoming point of contact

•      Enter and maintain client information in the Select CRM system

•      Coordinate and complete Select Client Club mailings and tax package mailings

•      Provide general administrative support to agents and management

•      Assist with office correspondence, supply management, and daily operational needs

•      Fulfill notary requests for agents and clients as needed

Agent Marketing Support

•      Process Just Listed and Just Sold orders on behalf of agents

•      Administer the Realtor Next Door program as directed

•      Assist with completion of marketing materials as specified by real estate agents

•      Coordinate additional agent marketing projects as assigned by management

QUALIFICATIONS

Required

•      High school diploma or equivalent; associate or bachelor's degree preferred

•      Minimum 1–2 years of administrative or real estate support experience

•      Proficiency in Microsoft Office Suite (Word, Excel, Outlook)

•      Strong organizational skills with exceptional attention to detail

•      Excellent written and verbal communication skills

•      Ability to manage multiple priorities and deadlines across two office locations

•      Must hold a current California Notary Public license or obtain one within the first six months of employment; support for the licensing process will be provided

Preferred

•      Experience with ZipForms or similar real estate transaction management platforms

•      Familiarity with California real estate transaction processes and compliance requirements

•      Experience with CRM systems and data entry

•      Current California Notary Public license in good standing

CORE COMPETENCIES

•      Initiative & Self-Direction — Proactively identifies needs and takes action without being prompted

•      Accuracy & Compliance — Maintains high standards of file integrity and regulatory adherence

•      Interpersonal Skills — Builds positive relationships with agents, clients, and colleagues

•      Adaptability — Comfortably shifts between transaction coordination and administrative duties

•      Confidentiality — Handles sensitive client and transaction information with discretion

•   Team Collaboration — Works effectively within a multi-office, fast-paced brokerage environment

Coldwell Banker Select is is an equal opportunity employer. Employment decisions are based on qualifications, merit, and business needs. The Company does not discriminate on the basis of any characteristic protected by applicable federal, state, or local law.

We are a nationally ranked, multi-office real estate organization with a long-standing reputation for excellence and growth.

Company Description

We are a nationally ranked, multi-office real estate organization with a long-standing reputation for excellence and growth.