ADMINISTRATIVE COORDINATOR

Job Description

Job Description

POSITION SUMMARY:

The Administrative Coordinator is responsible for managing residential homes and lot transactions from contract execution through closing. This role owns the contract-to-close process and ensures all transactions are completed accurately, on schedule, and with a high level of customer satisfaction. Serving as the central point of coordination between buyers, sales consultants, lenders, title companies, and internal teams, this role drives communication, enforces timelines, and ensures closing readiness across all homes. This position is critical to deliver consistent, professional, and seamless customer experience while supporting the company’s production goals.

ESSENTIAL DUTIES & RESPONSIBLITIES:

Transaction Management

• Coordinate and oversee all aspects of the transaction process from accepted offer through closing
• Prepare, review, and distribute contracts, amendments, disclosures, and other transaction-related documents
• Monitor earnest money and contingency deadlines, inspections, title work, and closing requirements based on offer
• Maintain accurate transaction files and ensure all transactions comply with company policies
• Monitor and Coordinate closing dates, appointments, walkthroughs, and delivery of all closing requirements

Closing Readiness & Timeline Coordination

• Own closing readiness for all active transactions and ensure homes are prepared to close on schedule

• Maintain and manage a centralized closing calendar with all key milestone dates
• Maintain real-time visibility into all active transactions, including status, risks, and projected closing dates
• Partner with Project Managers and Project Coordinator to stay informed of construction progress and projected closing timelines
• Proactively identify and communicate risks that may impact closing dates
• Coordinate with internal and external partners to resolve issues and keep transactions on track

Listing & Inventory Support

• Create, update, and maintain property listings across MLS platforms, company and marketing
• Ensure listing information, pricing, photos, floor plans, and property details remain accurate and up to date
• Coordinate status changes including active, pending, sold, and closed transactions
• Assist with home and property tracking and reporting for available homes and lots

Communication & Customer Service

• Serve as a point of contact for buyers throughout the transaction process
• Communicate regularly with sales consultants, lenders, title companies, attorneys, municipalities, and construction personnel
• Respond promptly to inquiries and proactively address concerns to ensure a positive customer experience
• Provide updates regarding transaction status, construction progress, and closing timelines

Administrative & Operational Support

• Maintain transaction checklists and reporting systems to ensure all deadlines and requirements are met
• Assist with closing package preparation and post-closing documentation
• Delivery of Keys and Closing documents to Title company prior to closing dates
• Support company marketing, sales, and operational initiatives as needed

QUALIFICATIONS:

• Strong organizational skills and attention to detail

• Ability to manage multiple transactions and deadlines simultaneously
• Excellent written and verbal communication skills
• Proficiency with MLS systems, Microsoft Office, Adobe, and managing transactions through companies’ software
• Knowledge of residential real estate transactions, new construction processes, and preferred contract documentation
• Ability to work independently while collaborating effectively with internal and external partners

WHAT YOU’LL LOVE ABOUT WORKING HERE:

• Invest in Your Future: 401(k) with company match, plus annual merit-based increases
• Prioritize Your Health: Comprehensive medical, dental, vision, life insurance, Long-Term Disability, and FSA and HSA options
• Recharge and Renew: Generous paid time off and 8+ paid holidays
• Voluntary Benefits: Short Term Disability, Accident, Critical Illness, and Hospital Indemnity
• Keep Growing: Ongoing education, leadership training, and advancement opportunities across all departments
• Celebrate Together: Annual employee appreciation events, team outings, and company-wide recognition programs
• Make an Impact: Contribute to meaningful projects that shape neighborhoods and improve lives

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Bear Real Estate Group is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.