Real Estate Transaction Coordinator - Closing Success Manager

Job Description

Job Description

Position Overview

The Closing Success Manager is responsible for leading and owning the entire transaction process from ratified contract through successful closing.

This position serves as the central point of communication and accountability for clients, agents, lenders, title companies, and cooperating agents. The Closing Success Manager ensures every deadline is met, every party understands the next steps, and potential obstacles are identified and resolved before they threaten closing.

It requires proactive leadership, consistent phone communication, exceptional attention to detail, and a relentless commitment to getting every contract to closing.

**Other tasks as needed (we are a small business). The EmpowerHome Team culture is no one says "that's not my job!"

Our Standard: Every contract is actively managed. Every client knows the next step. Every obstacle has an owner. We do whatever it takes, within our professional responsibilities, to get the transaction to closing.

$50,000 - $70,000 yearly

Own the Contract-to-Closing Process

• Take complete ownership of every transaction from ratified contract through successful closing.

• Fully review all contracts for accuracy, completeness, required initials, signatures, disclosures, and supporting documentation.

• Verify fully ratified contracts, designated representation agreements for team transactions, documentation involving unrepresented buyers, and client protection requirements.

• Confirm commission details, applicable splits, and lead source information.

• Ensure contracts and required documentation are distributed to appropriate parties.

• Identify missing information or potential issues immediately and work proactively toward resolution.

Agent Responsibilities

The agent remains responsible for:

• Turning in the ratified contract and any information not already included, including commission details.

• Negotiating home inspection issues and repair requests.

• Negotiating low appraisals and related contract changes.

• Handling price adjustments and commission objections.

• Advising clients on material contract decisions and negotiations.

• Partnering with the Closing Success Manager to resolve issues that require agent involvement.

Lead All Transaction Communication

• Serve as the primary communication contact for clients, cooperating agents, lenders, and title companies throughout the transaction.

• Personally call clients weekly to provide updates, answer questions, and explain upcoming steps.

• Personally call lenders weekly to verify loan status, financing progress, and potential obstacles.

• Personally call cooperating agents weekly for updates and outstanding items.

• Document lender and cooperating agent updates in the CRM and tag the agent with relevant information.

• Return all communications within 4 business hours .

• Proactively communicate changes, delays, or concerns to the agent and other appropriate parties.

• Ensure clients always know what is happening and what comes next.

Manage Every Deadline and Contingency

• Ensure all contract deadlines, contingencies, and closing details are accurately entered into the calendar and CRM.

• Track earnest money deposits and confirm submission according to contract requirements.

• Coordinate appraisal scheduling and monitor completion.

• Monitor financing, inspection, appraisal, title, and other contractual deadlines.

• Order HOA/condo documents on the same business day when required, subject to receipt of necessary information and ordering availability.

• Track HOA/condo document delivery and coordinate follow-up on outstanding issues.

• Schedule closings approximately 2 weeks in advance , whenever transaction timelines allow.

• Proactively follow up on outstanding items to prevent delays.

Own CRM Accuracy and Transaction Tracking

• Serve as the leader and owner of all transaction information and communication in the CRM.

• Ensure every material transaction update, client conversation, lender update, and cooperating agent communication is documented.

• Maintain accurate contingency dates, closing dates, tasks, and next steps.

• Tag agents on updates requiring their attention or action.

• Ensure transaction records and required company tracking systems remain accurate and current.

• Maintain complete and organized transaction files.

Prepare Clients for a Successful Closing

• Coordinate with the title company and client regarding how title will be held and available title insurance options, referring legal or coverage advice to the appropriate qualified professional.

• Complete required title information forms and help clients understand what information is needed.

• Coordinate utility information and communicate timing for service transfers.

• Confirm closing location, date, time, and client preparation requirements.

• Carefully review settlement statements and closing disclosures for accuracy, including commissions, company fees, credits, and other transaction details.

• Coordinate with the appropriate parties to correct discrepancies before closing.

• Ensure clients understand the amount they are expected to bring to closing or receive at settlement, based on final figures provided by the settlement provider.

• Confirm clients are fully prepared for settlement.

Proactively Solve Problems

• Identify potential transaction issues early and take immediate action to resolve them.

• Work closely with agents when inspection, financing, appraisal, title, or closing challenges arise.

• Facilitate the preparation, electronic signature, and distribution of approved addenda.

• Keep agents informed of issues, recommended next steps, and resolution progress.

• Escalate significant concerns to leadership when needed.

• Maintain urgency and follow-through until outstanding issues are resolved.

Deliver Exceptional Client Care

• Provide a professional, confident, and supportive experience throughout the transaction.

• Anticipate client questions and concerns.

• Communicate with empathy, clarity, and a solutions-focused mindset.

• Take ownership of client issues rather than passing responsibility between departments.

• Complete cross-training in the Listing and Marketing Experience Manager role and maintain the knowledge and skills necessary to provide coverage when the Listing and Marketing Experience Manager is out of the office or unavailable. During coverage, ensure critical listing deadlines, seller communication, marketing coordination, and listing activities continue without interruption.

• Maintain certification in EmpowerHome's Mission Protection program.

Lead and Oversee VA Support

• Delegate approved administrative and transaction coordination tasks to assigned virtual assistants.

• Provide clear direction and deadlines.

• Review delegated work for accuracy, completeness, and timeliness.

• Ensure all critical transaction activities are completed.

• Retain responsibility for client communication, transaction progress, issue resolution, and closing success.

• Communicate workload and capacity concerns to leadership so additional support can be provided when needed.

• Prior real estate transaction experience required.

• Strong understanding of residential purchase contracts, contingencies, and closing procedures.

• Excellent verbal and written communication skills.

• Strong organizational skills and ability to manage multiple transactions simultaneously.

• Exceptional attention to detail and deadline management.

• Experience with CRM systems and electronic transaction platforms.

• Ability to identify issues, solve problems, and take initiative.

• Confidence communicating with lenders, title companies, cooperating agents, and clients.

• Ability to remain calm and professional under pressure.

• Strong ownership mentality and commitment to results.

EmpowerHome is a family-owned and operated company with a mission to serve more families and make a meaningful difference in the communities where we live and work.

We care deeply about clients, our team members, our partners, and the results we create together. We value humility, ownership, growth, accountability, service, and teamwork.

At times, an important company initiative requires people from multiple departments and leadership levels to work together. We do not operate with a “that’s not my job” mentality.

We believe that titles clarify responsibility, but they should never prevent someone from helping the team succeed. When the mission requires us to come together, we step in, solve problems, and work alongside one another to get the initiative across the finish line.

EmpowerHome Team is one of the fastest-growing real estate organizations in the country and has helped over 10,000 families nationwide.