Sarah Schwartz Group Operations & Transaction Coordinator
Full-Time | In-Office to Hybrid | $52,000 Starting Salary with Growth Opportunities & Bonuses
Position Overview
The Operations Coordinator (OC) will work directly with the Business Owner, providing high-level support across special projects, daily operations, client management and transaction coordination. This role requires a proactive, detail-oriented professional who can manage real estate transactions from contract to close while supporting business growth initiatives. The OC will be the go-to person for ensuring smooth operations, meeting deadlines, and maintaining exceptional client service.
Key Responsibilities:
Transaction Coordinator: Contract to Close Support (Buyers & Sellers)
- Build a transaction coordination system to manage real estate transactions at scale
- File Compliance Approval in the Compass Dashboard
- Monitoring all transaction deadlines
- Managing Google Calendar invites
- Sending Documents for Electronic Signatures, as needed
- Managing and Completing Checklists
- Maintaining Correct information in Database
- Confirming deposit receipts with title companies
- Scheduling Inspections through Showing Time
- Repair Agreements (typing up for buyers, summarizing for sellers)
- Scheduling closing w. Title company and buyers/sellers
- Scheduling appraisals
- Communicating w. All stakeholders in Process (call, text, email)
- Send title communication and explain what documents are - answer any questions
- Weekly Lender Check ins (Buyers & Sellers)
- Email Updates During Milestone Items (using template emails)
- Review Disbursement Authorization Forms for Correct Commission Payments
- Preview ALTA for correctness for agent to confirm
- Communicate with lenders for weekly updates
- Closing out Listing in MLS & Compass Dashboard
Listing Support
- Listing Paperwork is supplied and is correctly filled out & signed for compliance files
- File Compliance Management in Compass Dashboard
- Sending Documents for Electronic Signatures, as needed
- Communicating Listing Process to Sellers
- Coming Soon Campaigns, if needed
- Entering Listing Information & Photos into MLS
- Posting Feature Videos to YouTube & Social Media platforms
- Create marketing posts
- Create listing books for listings
- Send just listed / just sold postcards
- Weekly Listing Reports sent to sellers
- Setting up Showing Time to Coordinate Showing Appointments
- Reporting Feedback through MLS to Sellers
- Scheduling Open Houses-in MLS, creating posts to FB & sharing in FB groups
- Summarizing Offers on Properties & Sending to Sellers
- Post new listings, open houses, etc in facebook groups
Marketing Coordinator
- Social Media Posts made on social media accounts for new listings, properties under contract, sold properties & celebratory posts for agent success
- Manage marketing resources for website aspirations and goals
- Design and send postcards
- Design and send email blasts
- Design and build email flows
- Design and send monthly newsletter
- Lead marketing efforts on websites, Google, YouTube, etc..
- Create and manage Smart Plan email campaigns
Team Operations
- Tracking and Reporting of Business Statistics & Numbers
- Creation and implementation of new systems when necessary
- Provide Training to team when new systems or programs are implemented
- Celebrating & Recognizing Team Member successes, milestones and personal celebrations
- Maintaining/Updating ordering team supplies–business cards, business presentations, online business information, etc.
- Email inbox & calendar management for Owner
- Planning and overseeing coordination of team events--annual Goal Setting Retreat, VIP customer events, quarterly events, Team gatherings, etc.
Sales Team Management
- Creating & Managing communication & marketing templates
- Creation of and Tracking of Lead Rotation/Management/Follow-Up Systems
Requirements & Expectations
- Adopt and exhibit the Guiding Principles & Core Values: Camaraderie, Integrity, Attentiveness, Ambition
- Attend regular Zoom calls
- Have a “Problem-Solving” Mindset
- Be a direct, efficient communicator
- Show flexibility and excitement in learning and taking on a wide variety of tasks
- Be extremely accountable for managing time using a digital calendar
- Maintain strong focus and follow-through
- Increased knowledge of Real Estate
- Increased technical knowledge in: Social Media, Canva, Gmail / Google Drive, Zoom, Specific team platforms
- Willingness to refer the Sarah Schwartz Group to friends & family for real estate needs
- Follow up on and reply to Google reviews
Key Skills
- Strong, direct, and efficient written and verbal communication
- Great ability to focus and prioritize
- Skilled at problem-solving independently, always finding a way to get things done
- Calm under pressure and steady in challenging situations
- Learning-based mindset, eager to grow and adapt
- Service-oriented attitude, always putting people first
- Constantly seeking ways to improve systems and processes
- Proficient with Google Calendar and time management tools
- Active user of social media platforms
Compensation & Schedule
- Starting Salary: $52,000 annually
- Schedule: 40 hours per week, Monday–Friday
- Work Environment: In Office full time for first 90 days, then gradual decline over the first year to a final Hybrid position with a minimum of 2 days in office.
✨ This role is ideal for someone who thrives in a fast-paced environment, enjoys wearing many hats, and is excited to grow with a dynamic real estate team.
Pay: From $52,000.00 per year
Benefits:
- Paid time off
- Referral program
Application Question(s):
- Are you currently a licensed Real Estate Agent?
- If you are an active agent, are you part time or full time and for how long?
- Do you have any experience as a Real Estate Transaction Coordinator?
- If you have Real Estate experience as an agent, TC or in any capacity, what were your responsibilities? Please describe in detail.
- Why do you think you're a good fit for this job?
- Are you Local to Northern St Johns County/Southern Jacksonville, Florida?
- Have you completed the DISC assessment to submit with your application? Please do so, download the PDF results and either include the assessment results in your application or email your PDF results to [email protected] Access the assessment here: https://discpersonalitytesting.com/free-disc-test/
- This job is a hybrid and at minimum 2 days a week will always be in the office. Initially, the job is full time in the office. Are you comfortable working full time in the office for the first 90 days, then slowly decreasing your in-office hours over the first year?
Experience:
- Transaction Coordination: 1 year (Required)
Location:
- Ponte Vedra Beach, FL 32082 (Preferred)
Work Location: Hybrid remote in Ponte Vedra Beach, FL 32082
