Real Estate Transaction Coordinator - Office Coordinator

Job Description

Job Description

Bozeman Real Estate Group is seeking an exceptional, detail-driven professional to be a key operational component of our brokerage. This is a blended role: much of your time is spent as our Transaction Coordinator — managing files from contract to close and auditing paperwork in DotLoop — while you also keep our office running smoothly day to day. This is a small-company environment, so you’ll move comfortably between focused, high-concentration work — like auditing a complex file — and the smaller, hands-on tasks that keep an office humming. You’re the steady hand that keeps every transaction compliant and on time, and the person who makes our office feel like home.

If you love real estate, thrive on organization, and take genuine pride in being the person everyone can count on, this role is for you.

What You’ll Do

Transaction Coordination & File Auditing

Check transaction files for completeness and audit paperwork in DotLoop to keep every file compliant and audit-ready

• Set up and manage files in DotLoop from contract to close; build timelines and track every critical deadline (inspection, financing, appraisal, title, closing)

• Coordinate logistics with lenders, title/escrow, co-op agents, and clients, and send proactive status updates to agents and clients

• Sign for commission checks and upload them into DotLoop

• Chase down missing documents, disclosures, and signatures so agents never have to

Phones, Mail & Office Coordination

• Answer and manage the multi-line phone system; screen, transfer, and track floor calls

• Greet visitors warmly and direct foot traffic

• Maintain the monthly floor schedule for agents

• Schedule conference rooms and reset them between meetings

• Check, sort, and distribute mail throughout building

• Close the office each day at 5:30 pm

Office Operations & Facilities

• Manage office inventory and supply orders for the entire building

• Oversee day-to-day office operations: prepare coffee, stock the coffee stations, check printers, load paper, refill toner as needed, restock bathrooms, etc.

• Keep the space clean and welcoming: tidy common areas, spot-clean glass, countertops, and cabinets, check bathrooms, load and empty dishwashers, and take out recycling

• Coordinate the monthly elevator inspection and maintain the HOA contact spreadsheet

• Run errands as needed — bank deposits, post office, restocking supplies

Team, Agent & Culture Support

• Prepare handwritten thank-you cards, monthly birthday cards, and end-of-year letters (including addressing envelopes)

• Decorate agents’ desks the day before their birthdays

• Assist the Marketing Department with various tasks

• Help the Director of Operations get new agents connected to the server and printer

• Provide basic tech troubleshooting for the building

Who You Are — This Is What Matters Most to Us

Experience can be taught. Who you are cannot. For this role, personality and character carry as much weight as your résumé. The person who thrives here is:

• Exceptionally organized and detail-obsessed. You catch the missing signature, the wrong date, the incomplete addendum before any of it becomes a problem. Accuracy is your default setting.

• Resourceful, with strong independent judgment. You read between the lines and function well without perfect instructions. You exercise sound judgment — solving problems on your own when appropriate, and escalating when additional context is genuinely needed. When you spot a gap in what you know, you gather the information before proceeding rather than charging ahead.

• Intellectually curious and unafraid to ask. You seek understanding rather than making assumptions. When requirements or expectations are unclear, incomplete, or ambiguous, you ask thoughtful questions to get it right — and you recognize the limits of your own knowledge instead of guessing.

• Deadline-driven and utterly dependable. You never drop a ball. When you own something, it gets done — on time, every time, without anyone having to follow up.

• Warm, welcoming, and people-first. Clients, agents, and visitors feel genuinely cared for in your presence, and you help make our office a place people are glad to walk into.

• Calm and unflappable under pressure. You can audit a complex file, answer a ringing phone, and greet a walk-in client in the same five minutes — without losing your place or your smile.

• Proactive and self-directed. You see what needs doing and do it before being asked. You treat the office as if it were your own.

• Service-hearted. You genuinely enjoy helping people and making their day easier. Hospitality comes naturally to you.

• Trustworthy and discreet. You’ll handle commission checks, bank deposits, and confidential files. Integrity is non-negotiable.

• Tech-comfortable and resourceful. You pick up new software quickly, navigate DotLoop with ease, and can troubleshoot a printer or connect a new agent without panicking.

• A polished, thoughtful communicator. Your phone manner is professional, your notes are considerate, and your handwritten cards are the kind people keep.

• Equally at home with deep work and the little things. In a small-company setting, you move comfortably between focused, high-concentration transaction work and the smaller hands-on tasks that keep an office running — and you take real pride in both.

• A positive culture-carrier. You bring good energy. You remember birthdays, you notice when the coffee’s low, and you make the whole office better simply by being in it.

Requirements & Qualifications

• Montana real estate license strongly preferred — or the demonstrated ability and willingness to obtain one quickly. We place a high value on a coordinator who speaks the language of real estate, and we’ll support the right candidate in getting licensed.

• Experience with DotLoop or a similar transaction management platform (preferred)

• Prior real estate transaction coordination, brokerage administration, or front-office experience (strongly preferred)

• Proficiency with standard office technology, multi-line phone systems, and basic tech troubleshooting

• Excellent written and verbal communication skills

• Valid Montana driver’s license and reliable transportation for errands and bank deposits

• Able to perform light physical tasks — lifting and restocking supplies, moving between floors, and general facilities upkeep

• Available full-time, in-office, Monday through Friday, with daily office close at 5:30 pm

 

 

 

Company Description

Why We're Different

At Bozeman Real Estate Group, our mission is to counter the real estate industry's inauthenticity with proven follow-through and total transparency. We are guided by Montana's heritage of relentless hard work, courage, and honesty, known as the Code of the West. This is not a costume but a code of character, and it's the standard we hold ourselves to. Our values are not a slogan; they are a direct reflection of a heritage we honor and live by every day.

We are more than just dependable; we are strategically sharper and deeply invested in the people we serve. By blending these timeless values with a modern, data-driven strategy, we deliver a clear competitive edge for our clients. It's this commitment that has made us the highest-rated and highest-producing independent real estate office in the Gallatin Valley.

Company Description

Why We're Different\r\n\r\nAt Bozeman Real Estate Group, our mission is to counter the real estate industry's inauthenticity with proven follow-through and total transparency. We are guided by Montana's heritage of relentless hard work, courage, and honesty, known as the Code of the West. This is not a costume but a code of character, and it's the standard we hold ourselves to. Our values are not a slogan; they are a direct reflection of a heritage we honor and live by every day.\r\n\r\nWe are more than just dependable; we are strategically sharper and deeply invested in the people we serve. By blending these timeless values with a modern, data-driven strategy, we deliver a clear competitive edge for our clients. It's this commitment that has made us the highest-rated and highest-producing independent real estate office in the Gallatin Valley.