Transaction Coordinator presso Kohanaiki Realty

Job Responsibilities and Standards:

The following description of job responsibilities and standards are intended to reflect the essential functions of the position.  This outline does not detail every aspect of the position and there may be other responsibilities and duties as assigned.

Job Specifics:

Contract & Compliance

• Open and process new files for all signed purchase and listing agreements.
• Review contracts, addenda, and disclosures for accuracy and compliance with legal and brokerage requirements.
• Track key deadlines (contingencies, inspections, financing, closing) and notify responsible parties of upcoming requirements.
• Ensure all necessary signatures, initials, and documentation are obtained.
• Maintain transaction files in accordance with company, state, and legal regulations.

Communication & Coordination

• Serve as the main point of contact between agents, clients, escrow/title companies, lenders, and cooperating brokers.
• Provide clients with consistent updates on the progress of their transaction.
• Schedule inspections, appraisals, signings, and closings.
• Coordinate delivery of keys, funds, and final documentation.

Administrative Support

• Manage digital transaction platforms (e.g., Dotloop, DocuSign, Skyslope, etc.).
• Maintain organized electronic and physical files.
• Generate and distribute checklists, reports, and reminders to agents and staff.
• Assist with auditing files prior to closing to ensure accuracy.
• Support sales team with administrative needs related to client service and transactions.

Qualifications

• Prior experience in real estate, escrow, mortgage, or related administrative role preferred.
• Strong understanding of contracts, disclosures, and compliance requirements (training provided if needed).
• Excellent organizational skills with a high attention to detail.
• Ability to manage multiple transactions and deadlines simultaneously.
• Exceptional written and verbal communication skills.
• Proficiency in Microsoft Office Suite and transaction management software.
• Professional demeanor with the ability to maintain confidentiality and build trust with clients.

Skills & Attributes

• Highly organized, proactive, and detail-oriented.
• Calm under pressure and solution-focused.
• Customer service mindset with ability to build positive relationships.
• Strong time management skills with the ability to meet deadlines in a fast-paced environment.

Customer Service Responsibility:

• Ensures that the club's customer service standards are maintained at an exceptional level.   
• Presents self in a professional manner including appearance, identification, and general communication and conduct at all times.
• Makes a positive contribution to the work environment through presentation of positive attitude, demonstration of cooperation and teamwork, and constructive approach to daily events.
• Listens effectively, responds to guests’ requests in a friendly “can do” manner.

Dependability:

• Attendance:  Adheres to established schedule of work hours.  Follows established procedures for early notification to supervisor when unable to report to work. Call a manager 30 minutes before shift starts to avoid an improper call in.  
• Punctuality:   Arrives to work at scheduled times and works until authorized to leave.   
• Attends all mandatory education/in-service programs and demonstrates understanding of responsibilities through appropriate actions.  
• Demonstrates effective communication by utilizing positive verbal and non-verbal skills in all interactions.
• Must be able to work a flexible schedule and extra hours when needed.  

Safety:

• Demonstrates adherence to the club's safe practice procedures and makes recommendations to improve safety.  Reports any unsafe work practice to supervisor.
• Consistently utilizes proper body mechanics in performance of responsibilities, as evidenced by supervisor’s observation and no injury to self or others due to improper work habits.
• Follows proper reporting procedures when injured at work.  Is aware of the location of material safety data sheets and refers to them when necessary.