JOB SUMMARY: (Overall purpose and objective of the job)
The Commercial Real Estate Brokerage Transaction Coordinator for the Dylan Simon and Jerrid Andersen Team provides administrative and transaction support to commercial real estate brokers throughout the sale and leasing transaction lifecycle. This role coordinates documentation, deadlines, approvals, communication, and transaction records to help ensure files are complete, accurate, and processed in accordance with company procedures and applicable requirements.
The Transaction Coordinator works closely with brokers, clients, property owners, tenants, buyers, sellers, escrow and title representatives, attorneys, and internal teams. The role supports transaction execution but does not negotiate business terms, provide legal advice, or replace the broker’s responsibility for client relationships and transaction decisions.
ESSENTIAL FUNCTIONS: (The reason this job exists is to perform these functions. These functions are performed regularly, seriously impacts other jobs, and there are a limited number of employees to whom performance of the function can be distributed).
Coordinate transaction files for commercial real estate sales and leasing assignments from initiation through closing, execution, or other completion
Open transaction files and maintain complete, organized electronic records in the company’s transaction management and document storage systems
Collect, review for completeness, route, and track agreements and related documents, which may include listing agreements, purchase and sale agreements, leases, amendments, disclosures, commission instructions, and closing documents
Track key dates, contingencies, due diligence periods, renewal and termination dates, signature status, and other transaction milestones; send reminders and escalate approaching deadlines
Coordinate document review and approvals with brokers, clients, internal reviewers, and external parties according to company procedures
Communicate transaction status and outstanding items to brokers and appropriate participants, following broker direction and protecting confidential information
For sale transactions, coordinate with escrow, title, lenders, attorneys, and other parties to help move documents and closing requirements forward
For lease transactions, coordinate lease document completion, signature routing, amendments, commencement information, and other post-execution items as assigned
Prepare and process commission documentation, transaction checklists, payment requests, and related records in accordance with company policies
Assist with compliance reviews by checking files for required documentation, signatures, approvals, and other applicable records; follow up on missing or incomplete items
Maintain accurate transaction data in company systems, including status updates, property and client information, key dates, and completed transaction details
Coordinate with brokerage operations, accounting, marketing, research, and other internal teams to obtain required information and support transaction processing
Provide brokers and clients with responsive, professional service while managing multiple files and competing deadlines
Identify recurring workflow issues and recommend improvements to transaction processes, checklists, and service practices
Maintain current knowledge of company transaction procedures, systems, and applicable state and local requirements relevant to assigned work
Perform other related duties as assigned
OTHER FUNCTIONS: (Incidental to the purpose or the job. These functions are performed infrequently and have little consequences to other jobs if not performed).
Perform other duties or projects as requested
ESSENTIAL QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the competencies (minimum knowledge, skill, and ability) required. Reasonable…