Home Sales Transaction Assistant

The Home Sales Transaction Assistant supports the Sales department by providing vital administrative support. This role is an important part of the Transaction Coordinator team, focusing on maintaining accurate records, preparing documents, assisting with work overflow, and facilitating communication with internal team members and external partners with integrity, courtesy and professionalism.  

This role has the potential to promote into a Home Sales Transaction Coordinator upon obtaining a real estate license, completing required training, and with manager approval. Candidates should be prepared to work occasional weekends and evenings as needed.

Company Values

• Honesty – We say what we’ll do and do what we say
• Support – We express empathy, nurture growth, offer help, and accept help
• Efficiency – We don’t cut corners, but cut waste and find the best way
• Responsiveness – We recognize possibilities and respond to change, learn from mistakes, and communicate promptly
• Improvement – We innovate endlessly

Qualifications

• Minimum of two years of administrative assistant experience required; experience in real estate, title, or escrow preferred
• Bachelor’s Degree preferred
• Active Notary license, or willing to obtain license within 60 days of hire
• Proficient knowledge of Office Suite (Word, Excel, PowerPoint, and Outlook)
• Experience working with a CRM
• Ability to work occasional weekends and evenings as needed
• Potential hybrid work schedule after mandatory training, decided by manager

Skills

• Ability to learn new software and programs quickly
• Excellent communication, both verbal and written, in the English language
• Organize, multitask, prioritize, and complete tasks in an efficient manner
• Adapt in an ever-changing environment
• Ability to communicate with a wide array of communication styles
• Strong follow-up skills
• Work independently as well as in a group setting

Responsibilities

• Submit Purchase Submittal Forms and Buyer signed contracts to the Internal Deal Review team
• Open escrow upon mutual acceptance, and provide title information/earnest money due date to Co-Ops/Buyers
• Generate and obtain signatures of any of required addendums
• Distribute signed addendums to appropriate internal and external parties/partners
• Complete lender forms as required by lenders and escrow officers
• Digitally file all contractual documents in Skyslope
• Consistent follow up and follow through with tasks relating to the transactions
• Verify transactions are on track for contract closing date
• Communicate, aid, and address any concerns/questions with Buyers, agents, lenders, escrow officers, and other parties involved in the transaction (internally, and externally)
• Maintain the following for all assigned communities:

• Holt’s digital filing system in Skyslope
• Sales Transaction Trackers in Smartsheet
• Contingent Home (part of the Sales Transaction Tracker)
• Current Deals Tracker
• Monthly Closing Tracker
• Closing Date Recast Report

• Update the appropriate MLS with status changes (Pending, Sold)
• Update the appropriate MLS with price changes
• Other duties as assigned

 Work Environment

• Regularly uses a computer with repeated movements to enter data, differentiate between colors, shades, and brightness, and read from a screen for extended periods of time

Medical Benefits

• Employer paid health, dental, and vision insurance per full-time employee
• Employer paid Life Insurance, long term disability insurance, and Accidental Death and Dismemberment Insurance per full-time employee
• Company provided Health Reimbursement Arrangement
• Medical and Dependent Care Flexible Spending Accounts
• Family Medical Leave
• Employee Assistance Program
• Monthly Wellness Reimbursement

Financial Benefits

• Annual bonus of up to 10% of salary, upon Manager’s discretion
• 14 paid holidays yearly
• Company laptop
• $70 monthly cell phone reimbursement or company phone line
• Well-retire 401(k) Financial Advisor
• Employer contributes 4.5% into each employee’s 401(k)
• Reimbursements for mileage, parking and public transportation
• Education Assistance Program
• Home Purchase Program
• Employee Referral Program
• 1 hour of paid sick leave per 30 hours worked