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Transaction Coordinator
We are looking for a highly organized and proactive Real Estate Assistant / Transaction Coordinator to support a fast-paced luxury real estate environment at Keller Williams Capital in Coconut Grove, Miami. This is a strong fit for someone who enjoys staying organized, managing multiple priorities, and helping keep operations running smoothly behind the scenes.
You will work closely with a luxury real estate advisor and team while supporting transactions, client communication, database management, marketing coordination, and day-to-day operations. The ideal candidate is detail-oriented, professional, tech-savvy, and comfortable managing timelines, systems, and follow-through in a fast-moving real estate setting.
This opportunity allows you to stay closely involved in luxury real estate transactions while supporting high-level client experiences and maintaining organized systems from contract through closing. A real estate license is required.
Interested? Apply now
Compensation:
$40 per hour plus bonus
Responsibilities:
- Arrange for open houses and other community events to locally spread brand awareness
- Compete with others in the real estate industry by producing high-quality print and digital marketing materials
- Generate status reports for the team on a regular basis to make sure company targets are being properly prioritized
- Enforce compliance with legal and tax withholding processes
- Plan travel arrangements, open houses, final walkthroughs, and other necessary engagements
- Manage email communication, calendar coordination, and appointment scheduling
- Maintain organized digital files, systems, and client records
- Coordinate communication with clients, vendors, lenders, attorneys, inspectors, and title companies
- Manage transactions from contract to closing while tracking timelines and compliance deadlines
- Prepare and maintain transaction files within Dotloop
- Monitor escrow deposits, contingency timelines, and closing milestones
- Create and manage Opportunities within Keller Williams Command
- Maintain database organization, tagging, follow-up systems, and automated campaigns
- Support Mailchimp campaigns, email marketing efforts, and client engagement initiatives
- Assist with sphere marketing, client gifting, and ongoing client care systems
- Help support listing and buyer marketing coordination as needed
- Ensure file accuracy, compliance, and task completion throughout each transaction
Qualifications:
- A valid Real Estate License is required for this job
- Possesses a basic understanding of Microsoft Word, Excel, PowerPoint, and customer database systems
- Great written and verbal skills
- Prior experience in the real estate industry or as an office manager
- Flexible working schedule to accommodate clients on nights and weekends
- Prior real estate administrative or transaction coordination experience preferred
- Experience with Keller Williams Command, Dotloop, Mailchimp, and CRM systems strongly preferred
- Strong communication, organization, and follow-through skills
- Ability to multitask and stay detail-oriented in a fast-paced environment
- Professional demeanor with strong problem-solving ability
- Self-motivated with the ability to work independently and proactively
- Comfortable working within a luxury real estate environment
- Positive attitude and a strong team-oriented mindset
- Ability to anticipate needs and stay ahead of deadlines
About Company
We are part of the Keller Williams Capital Realty office in the Miami area, focused on helping motivated real estate agents grow within the luxury market. Who you work with matters, especially when building relationships and learning how luxury real estate operates in a competitive market like Miami.
The focus is on helping agents gain real-world exposure through mentorship, collaboration, and daily activity within the luxury space and greater areas. From waterfront homes and high-end properties to lifestyle-focused real estate, agents have the ability to build experience, strengthen communication skills, and grow their presence within the market over time.
Whether you are starting fresh or looking to elevate your real estate business, who you start with matters.
