Real Estate Transaction Coordinator

About Us

The mission of The Scott Varley Team is to exceed the expectations of home buyers and sellers, to dominate the market, and to foster Millionaire Real Estate Agents. Years of experience in the local market allow us to give clients the advice they need to make informed decisions. Whether selling a home, searching for one, or negotiating a contract, every member of our team brings expert skills to each step of the process to deliver outstanding results.

The Role

We're looking for a Transaction Coordinator to own our contract-to-close process. You'll be the central point of contact for agents, clients, attorneys, lenders, inspectors, and appraisers, making sure every transaction closes on time and with as little hassle as possible for everyone involved.

The right person is outgoing, energized by working with people, and optimistic. They bring a strong sense of urgency without sacrificing quality, adapt easily to change, and approach problems with a solutions-first mindset. Above all, they are committed to putting clients first, doing the right thing, and finding win-win outcomes.

Benefits

Paid Time Off: 15 business days of PTO plus 5 sick days annually (prorated for mid-year start dates)

Paid Holidays: All holidays observed by KW Platform, including major federal holidays and the day after Thanksgiving (Black Friday) and Christmas Eve or Boxing Day (depending on where Christmas falls in the week)

Retirement: Eligible to enroll in The Scott Varley Team 401(k) match program after one full year of employment, at the next seasonal enrollment period

Compensation:

$50,000 - $55,000 yearly

Responsibilities:

• Serve as liaison between agents, clients, attorneys, escrow companies, and mortgage brokers throughout the sale, and manage all administrative tasks involved in closing

• Create transaction timelines and follow up with all parties to ensure deadlines are met and contingencies are released

• Maintain accurate, compliant files for every transaction, including house files in our CRM, DTM, and Slack

• Review contracts and summarize key terms, conditions, and contingency dates

• Assist agents in writing purchase contracts as needed

• Keep agents informed throughout each transaction on important dates, missing documents, calendar reminders, and file compliance status

• Communicate regularly with clients — sending reminders, checking in, and setting expectations for each stage of the closing process

• Build strong relationships with lenders, inspectors, appraisers, and cooperating agents to keep closings running smoothly

• Draft addenda as needed, keep them on file, and share them with relevant parties

• Act as the first point of contact for questions from agents, clients, attorneys, lenders, appraisers, and other transaction coordinators

• Help coordinate closing date, time, and location and notify all parties

• Prepare commission statements for listings and verify commissions and prorations on buyer and listing transactions prior to closing

• Close out files after closing, including updating MLS status, final file review, and check processing

• Follow up with clients during and after the transaction to check in and request testimonials

Qualifications:

• Active real estate license required, or currently in the process of obtaining one

• Previous experience in transaction management, transaction coordination, real estate, title, or mortgage highly valued

• Highly organized, with the ability to communicate written and verbal information to clients accurately and clearly

• Passionate about providing excellent customer service

• Comfortable with technology, including CRMs, digital transaction management platforms, and team communication tools like Slack

• High school diploma required; Associate's degree preferred

About Company

The mission of the Scott Varley Real Estate Team is to provide exceptional customer service, lead the real estate market, and build a world-class team of agents. We aim to be the real estate team of choice for residential and commercial buyers and sellers. We value kindness, integrity, accountability, productivity, and grit.

With 38 years of experience and more than 7,000 properties sold, The Scott Varley Team serves the real estate needs of buyers, sellers, and investors in New York State’s Capital Region with dedication and pride. We serve all counties in the Capital District. The Scott Varley Team’s affiliation with Keller Williams also connects clients and us to a national and international market. We’re your neighbors across all geographical and virtual boundaries, plus we have the credentials and expertise to guarantee the best service in the industry.