TRANSACTION COORDINATOR & OFFICE ADMINISTRATOR

Job Description

Job Description

Property Sellwise is hiring a highly organized, detail-oriented Transaction Coordinator/ Office Administrator to support our growing real estate investment company, franchise system, and private lending operation.

This is an important execution role for someone who enjoys creating order, managing deadlines, communicating with multiple parties, and making sure nothing falls through the cracks.

You will primarily coordinate real estate transactions from contract through closing. You will also help qualified real estate investors move through our lending application process and provide administrative support to our corporate and franchise operations teams.

COMPENSATION

up to $60k per year, depending on experience.

WHAT YOU’LL BE RESPONSIBLE FOR

Transaction Coordination

• Take ownership of the administrative process for each property from executed contract through closing.
• Create and organize property files in Google Drive.
• Review transaction files for missing signatures, dates, addenda, disclosures, and supporting documentation.
• Submit contracts and required documents to the title company.
• Track earnest money, due-diligence periods, inspections, appraisals, settlement dates, closings, and other contractual deadlines.
• Communicate with title companies, sellers, buyers, agents, and internal team members.
• Coordinate property access, inspections, walkthroughs, keys, lockboxes, and closing appointments when needed.
• Collect and organize amendments, assignments, releases, settlement statements, and closing documents.
• Keep our CRM, transaction pipeline, company calendar, and operations reports current.
• Complete a final file audit after closing and make sure all documents are properly saved.
• Identify missing information and potential delays before they become emergencies.

Private Lending Coordination

• Introduce Property Sellwise financing options to qualified cash buyers and real estate investors.
• Collect borrower, entity, and property information.
• Gather purchase price, renovation budget, requested loan amount, down payment, estimated property value, and exit-strategy information.
• Send applications and document checklists to interested borrowers.
• Organize completed loan packages and submit them to underwriting.
• Communicate outstanding underwriting conditions to borrowers and follow up until they are received.
• Coordinate title, insurance, appraisal, entity documents, and closing information.
• Maintain an accurate lending pipeline and track each application through approval and funding.
• Maintain relationships with borrowers and identify opportunities for repeat business.

Office and Administrative Support
• Schedule meetings, interviews, training sessions, travel, and company events.
• Prepare meeting materials, take notes, and track assigned action items.
• Organize company documents and maintain Google Drive files.
• Process mail, scan documents, and distribute information to the appropriate team members.
• Help maintain buyer, agent, franchisee, and operational databases.
• Coordinate and send onboarding packages, office supplies, signs, and other company materials.
• Collect invoices, receipts, and supporting information for accounting.
• Handle routine administrative requests and escalate issues to the Operations Manager when appropriate.

• Buy and get office supplies and snacks

WHO WE’RE LOOKING FOR

• Exceptionally organized and detail-oriented.
• Strong follow-through without requiring repeated reminders.
• Comfortable managing several transactions, priorities, and deadlines simultaneously.
• Professional written and verbal communication skills.
• Able to communicate effectively with sellers, buyers, agents, title companies, lenders, franchisees, and employees.
• Comfortable using Google Drive, Google Sheets, email, CRM software, electronic-signature platforms, and task-management systems.
• Able to follow established processes while also identifying ways to improve them.
• Calm under pressure and willing to take ownership when something needs attention.
• Trustworthy and capable of handling confidential financial and transaction information.

PREFERRED EXPERIENCE

• Real estate transaction coordination, title, escrow, lending, mortgage processing, or real estate office administration.
• Familiarity with Utah real estate transactions and documents.
• Experience working for a real estate investment company, brokerage, title company, or lender.
• An active Utah real estate license is helpful but not required.