We're Hiring: Transaction Coordinator & Administrative Assistant
Administrative Assistant/TC
The role of the Administrative Assistant is to provideadministrative and operational support to Ritchey Realty to ensure smooth day-to-day operations from streamlining the on-boarding process, streamlining the administrative aspects of a real estate transaction. Ensures that the buying or selling process runs smoothly, efficiently, and complies with all legal and contractual requirements. Ensure smooth day-to-day operations and may handle everything from scheduling to client communication.
Job Duties
Administrative Support
Executive
• Managing calendars, scheduling appointments, and organizing meetings including broker sales meetings, trainings, and brokerage activities and broker’s schedule (meetings, showings, and open houses).
• Handling correspondence (emails, phone calls, and letters).
• Coordinate and Implement duties across departments.
• Maintains and organizes company’s files including electronic filing systems.
• Assesses efficiency of companies processes and procedures, recommends necessary changes or systems to improve, and implements new process/procedures/systems while documenting and maintaining a record of operating processes.
• Assists with event planning including broker events, community events, and client events.
• Identifies vendors and contractors to support the broker, brokerage, and clients and maintains a contractor/vendor list. Oversees the scheduling of contractors, vendors, interns, and temporary support team as needed.
H/R
• Assist in the on-boarding process of realtors and support staff, assist in compliance and maintenance of required employee/contractor/realtor records and documentation, and continues to assess the efficiency of the on-boarding process while implementing new processes and procedures to increase efficiency and support.
• Records and maintains the transactional activities and records of the brokerage for TREC and company compliance.
• Assist Broker to ensure Broker’s responsibilities and compliance are met and continues to implement new systems or operations to streamline activities within the brokerage. (This would include continuous training of TREC requirements, NAR, and Contract requirements, and creating, implementing strategies or systems that would streamline activities more efficiently.)
• Records and maintains the records for sales agents and vendors including transactional production of sales agents for tax reporting while assessing the current process and procedure and implementing new strategies for efficiency.
Finance
• Oversees accounts payable with contractors, vendors, interns, support staff, and budgetary items. Oversees and maintains record of accounts receivables including the depository transactions.
• Assists in managing budgetary items, approving account payables, and providing a weekly report to managers on budgetary items.
• Submits monthly reporting to sales agents.
Client Relationship Management
• Maintains CRM ensuring current/past clients and SOI are updated with current contact information, birthdays, and home anniversaries. Organizes them into appropriate lead flows, ensuring communication and contact is made according to the business plan (A+,A,B,C)
• Executes the purchase and delivery of gifts/pop-bys, and annual home reports for clients/past clients and SOI.
• Assists with lead follow up and client communication in CRM (i.e. checks messages and emails in database 3X/day morning, afternoon, and end of day). Helps broker follow up with incoming and new leads (i.e. check for new leads 3X/day and sends text message or call as needed to help broker set appointments with new leads and follows up with leads in lists 1,2,3 daily). Ensures incoming leads are placed on appropriate buyer/seller campaigns.
• Attends CRM on-going training to aid in examining current system, identify areas of improvement, and implementation of new process and procedures to increase efficiency.
Marketing and Research
• Assisting with real estate marketing efforts (flyers, mailers, postcards, make my listing famous).
• Conducting market research to identify property trends (i.e.pulls MLS Data and Showing reports for broker to send client updates and learns to pull MLS data for market updates)
• Managing MLS updates and updating marketing team on changes.
Transaction Coordination
1. Listing Coordination: prepares listing agreements and documentation for listing appointments, coordinates with stagers/photographers/vendors to prepare listing, executes the “make my listing famous” while coordinating with marketing director, ensures necessary documents are obtained from clients, inputs listing to MLS, follows up with showings, updates MLS and marketing director as needed.
2. Managing the Transaction Timeline
• Tracks all key dates and deadlines in the contract (e.g., inspection, appraisal, financing contingencies, and closing).
• Ensures parties involved meet contractual obligations within specified timeframes.
3. Document Management
• Prepares, organizes, and submits all required forms, contracts, and addendums for the transaction.
• Reviews documents for accuracy and completeness before submission to clients or other parties.
• Maintains an organized file for compliance audits or brokerage records.
4. Communication and Coordinator Hub
• Serves as the primary point of contact and coordinator between clients, agents, lenders, title companies, and other parties.
• Provides updates on the transaction’s progress to all stakeholders.
• Responds to inquiries and resolves minor issues to keep the process moving smoothly.
5. Ensuring Compliance
• Verifies that all contracts and paperwork comply with state and brokerage requirements.
• Oversees document signatures and ensures all necessary parties sign within deadlines.
6. Problem-Solving
• Proactively identifies potential issues or bottlenecks in the transaction process.
• Works with relevant parties to resolve conflicts or delays before they escalate.
7. Closing Coordination
• Confirms all final documents, funds, and approvals are in place for closing.
• Coordinates with escrow officers, attorneys, or title companies to ensure a seamless closing process.
• Prepares and Submits CDA to Title Company
• Organizes the removal of staging, signs, lock boxes, and removal of listing.
To Apply for this role please complete the form below. This position is for licensed agents only.
