Transaction Coordinator Job Description

FLSA Classification

Exempt

Reports to

Broker

Job Description

Position Summary

Steel City Realty is seeking a detail-oriented Transaction Coordinator (TC) to manage real estate transactions from contract to close. This role is a core operational position responsible for ensuring compliance, timelines, and communication across multiple concurrent transactions. The Transaction Coordinator supports agents and the Broker of Record by owning the administrative and compliance workflow, allowing agents to focus on production while reducing risk and errors.

Key Responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Transaction Management

• Manage residential real estate transactions from ratified contract through settlement
• Open and maintain complete transaction files in brokerage systems
• Track critical deadlines (inspection, financing, appraisal, settlement)
• Coordinate with agents, clients, lenders, title companies, and attorneys
• Prepare and distribute required disclosures and addenda
• Ensure files are complete, accurate, and compliant prior to closing

Compliance & Quality Control

• Enforce brokerage file standards and submission timelines
• Review contracts for completeness and required signatures
• Flag issues or risks to the Broker of Record promptly
• Maintain compliance with:
  • Pennsylvania Real Estate Licensing and Registration Act (RELRA)
  • PA State Real Estate Commission regulations
  • MLS rules
  • Brokerage policies and procedures

Work environment

• Generally in an office setting
• Occasional visiting of properties, other offices and general delivery of documents
• Could be exposed to weather due to travel and inspection of interior and exterior of dwellings

Agent & Internal Support

• Serve as the primary point of contact for transaction-related questions
• Support new and experienced agents with transaction processes
• Work closely with mentors and brokerage leadership during agent onboarding
• Liaise between the seller, buyer, escrow, agents and various third parties
• Maintain complete files and contact information for all parties involved
• Other administrative duties as assigned by the Real Estate Agents

Volume & Performance Expectations

• Manage approximately 25-30 active transaction sides per month
• Maintain high file quality with minimal post-closing corrections
• Meet internal turnaround and response time standards

Qualifications

• 3+ years of real estate transaction coordination or comparable experience
• Strong understanding of residential purchase and listing transactions
• Demonstrated ability to multitask, prioritize and manage documentation
• Excellent written and verbal communication skills
• Excellent organizational and time management skills.
• Microsoft Office or Google Workspace experience required
• Ability to manage high transaction volume calmly and accurately

Preferred

• Pennsylvania real estate license (active or inactive)
• Experience working with broker-employed TC models
• Familiarity with compliance audits and brokerage supervision standards
• Notary License a plus

Work authorization

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

EEO statement

Steel City Realty shall follow the spirit and intent of all federal, state and local employment law and is committed to equal employment opportunity.

Other duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Qualifications

• 3+ years of real estate transaction coordination or comparable experience
• Strong understanding of residential purchase and listing transactions
• Demonstrated ability to multitask, prioritize and manage documentation
• Excellent written and verbal communication skills
• Excellent organizational and time management skills.
• Microsoft Office or Google Workspace experience required
• Ability to manage high transaction volume calmly and accurately

Preferred

• Pennsylvania real estate license (active or inactive)
• Experience working with broker-employed TC models
• Familiarity with compliance audits and brokerage supervision standards
• Notary License a plus