Real Estate Transaction Coordinator (Client Care Coordinator)

Company Description Northrop Realty is a full-service real estate brokerage serving Maryland, Delaware, North Carolina, Pennsylvania, Virginia, Washington, D.C., and Florida. With over 5,700 five-star Zillow reviews and 16 regional offices, the company is recognized for its results‑driven approach, strong local market knowledge, and client‑centered service. Evolving from the nation’s #1 real estate team, Northrop Realty is known for its high standards of professionalism and industry expertise. A collaborative team of licensed agents, marketing professionals, and support staff provides a seamless, personalized experience for buyers and sellers. The company is committed to helping clients reach their real estate goals with integrity, innovation, and exceptional service. Role Description The Real Estate Transaction Coordinator (Client Care Coordinator) is a full-time, on-site role based in Quarry Lake office located in Baltimore, MD. This role supports real estate agents and clients throughout the transaction process, from contract to closing, ensuring all deadlines, documents, and requirements are met accurately and on time. Daily responsibilities include preparing, reviewing, and tracking contracts, addenda, and leases; coordinating inspections, appraisals, and other transaction milestones; and maintaining organized files and systems. The Coordinator will communicate regularly with clients, agents, lenders, title companies, and other stakeholders to provide status updates, resolve issues, and deliver a smooth client experience. Additional tasks include handling administrative duties, updating CRM and transaction management platforms, and supporting office operations as needed. Essential Functions Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. Liaises between real estate agents, clients, attorneys, title companies, and mortgage brokers during the process of a real estate sale and effectively manage the administrative tasks involved in closing a sale. Serves as the first point of contact for all questions that arise throughout both the listing process (e.g., provides showing feedback, orders brochures, and ensures the home is accurate and showcased well in Bright MLS and associated marketing) and the closing process; understands the listing agreement and contract. Creates Expectations Meeting with agents; communicates regularly with the agent and provides updates on important dates, missing documents, calendar reminders, file compliance status, issues, etc. Communicates regularly with the client to let them know what to expect in each step of the listing and/or closing process; sends reminders, routinely checks‑in, and notifies clients about utility accounts to set up/cancel. Establishes and maintains relationships with all third parties including lenders, inspectors, appraisers, and agents to ensure a smooth closing process and share relevant information. Creates timelines and follows‑up with individuals to ensure all deadlines are met and contingencies are released. Maintain accurate and compliant files for all transactions; creates a digital house file for all transactions. Coordinates closing date, time, and location and notify all parties; ensures the closing file for the agent is complete including any documents needing signatures/initials/dates, commission amount for the check to bring back, and any other documents needed from closing. Closes out the file after the closing including changing the MLS status to closed for our listings, double‑checking the file, making an electronic copy of the CD‑ALTA, processing the check, and uploading all settlement‑related documents to Salesforce. Process checks. Lives the Northrop values. Supervisory Responsibilities None. Required Skills/Abilities Excellent people skills and interpersonal savvy. Excellent verbal and written communication skills. Excellent organizational skills and attention to detail. Strong time management skills with a proven ability to multitask and meet deadlines. Strong initiative. Ability to function well in a high‑paced environment. Strong knowledge of Microsoft Office, Google Workspace, and databases; knowledge of Salesforce a plus. Education and Experience High school diploma or equivalent required. 2+ years of experience in administrative, project management or transaction processing; real estate experience a plus. Physical Demands Prolonged periods of sitting at a desk and working on a computer. Must be able to lift and carry up to 15 pounds at times. Travel Required None. Confidentiality This role may be privy to confidential information which shall not be shared other than with the parties involved in the transactions. Any breach in confidentiality may result in immediate termination. Other duties Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. #J-18808-Ljbffr Northrop Realty