Real Estate Office Manager | Transaction Coordinator | Listing Concierge

Employment Type: Full-Time, In-Office Reports To: Lead Broker / Team Principal Position Overview We are seeking an experienced Real Estate Office Manager, Transaction Coordinator, and Listing Concierge to join a top-producing luxury real estate team within Windermere Real Estate . This multifaceted role supports the team’s daily operations, ensures smooth real estate transactions, and delivers a polished white-glove client experience from listing launch to closing day. The ideal candidate is an organized professional with an understanding of luxury real estate standards, meticulous attention to detail, and a passion for client service. You’ll act as the central hub of team operations—managing people & systems, communicating with clients & vendors, and implementing established processes that allow our team to focus on client relationships and increase sales. Key Responsibilities 1. Office Management & Team Operations Oversee the day-to-day administrative operations of the team, ensuring efficiency, organization, and a positive work environment. Maintain office systems, manage schedules, delegate tasks, and monitor workflow between team members. Serve as the primary point of contact for internal team member communication & external communication with real estate vendors. Assist with onboarding new team members, training on systems, and maintaining compliance with Windermere Real Estate policies. Track key performance metrics, prepare reports, and manage documentation for team goals/production. 2. Transaction Coordination (Contract to Close) Manage real estate transactions from mutual acceptance to closing, ensuring accuracy, timeliness, and compliance with brokerage and state regulations. Prepare, review, and track all transaction documents, including purchase and sale agreements, addenda, and disclosures. Liaise with clients, cooperating agents, title/escrow officers, lenders, and inspectors to ensure a smooth transaction process. Maintain transaction files using Windermere systems (e.g., MoxiWorks, Cloze, Skyslope, or similar). Monitor key deadlines, providing regular status updates to the lead broker and clients. Confirm final closing details, verify settlement statements, and ensure proper document storage and compliance after closing. Manage the pre-listing preparation process to ensure every property meets the team’s elevated presentation standards. Coordinate professional photography, videography, staging, and signage installations. Prepare marketing materials including property brochures, mailers, online marketing campaigns and social media assets. Input and manage listings in the NWMLS and across online platforms, ensuring brand consistency and accuracy. Assist with open house coordination, broker tours, and client event planning as needed. Maintain property marketing calendars and track campaign results. Qualifications & Experience Minimum 2-3 years of experience in real estate or related fields (real estate, title/escrow, lending, etc.) preferred. Prior experience in real estate administration, transaction management, or operations strongly preferred. Strong understanding of real estate contracts, timelines, and compliance. Exceptional organizational, communication, and time-management skills. High level of discretion and professionalism when handling confidential information and VIP clients. Tech-savvy and proficient in Adobe Acrobat, Canva, Mailchimp, Excel, etc. A proactive, solution-oriented mindset with a commitment to excellence and continuous improvement. Active Washington State real estate license preferred (or willingness to obtain). Salary Range: Minimum of $80,000 with potential for $100,000+ annual income (DOE) Performance Bonuses/Overrides: Available based on transaction volume and team success. Benefits: Paid time off, health insurance, professional development opportunities, and potential for flexible scheduling. Why Join Our Team You’ll be part of an established high-performance luxury real estate team that values excellence, integrity, and exceptional client care — hallmarks of the Windermere brand. Our team operates at the highest standards of professionalism, creativity, and market expertise. You’ll have the opportunity to grow within a supportive, driven environment where your attention to detail and operational leadership make a direct impact on the team’s continued success. #J-18808-Ljbffr Windermere Real Estate