Position title
Executive Assistant - Transaction Coordinator DECHAMBEAU HOMES PLAINVILLE, MA US

We’re looking for a professional, proactive, highly-organized executive assistant/transaction coordinator responsible for performing a variety of administrative and support duties to help the agent keep on track to increase business, improve profitability and develop life-long clients.



  • Review agent’s daily schedule
  • Handle all incoming phone calls
  • Handle all incoming emails
  • Keep airtable whiteboard & Dotloop task lists updated
  • Communicate with agent
  • Go through each active & pending file folder


  • Handle all incoming phone calls
  • Return all phone calls in a timely manner
  • Handle all incoming emails
  • Prepare all packages Pre-list, Buyer Brochures, Listings, and File folders
  • Maintain all files in a neat and orderly fashion
  • Send out and/or deliver any pre-list/cover packages
  • Monitor and follow up on all sales/escrows/closing files
  • Maintain business supply inventory
  • Handle all deposits and reconciliations
  • Enter information in Airtable - Whiteboard & Excel
  • Follow all Dotloop Tasks List
  • Schedule cards and gifts on Send out Cards
  • Monitor weekly, monthly and yearly goals
  • Update and maintain all clients’ records in the database
  • Responsible for all data entry and reports
  • Manage all incoming and outgoing correspondence
  • Helps in building the team operations manual and System implementation
  • Run errands: office products, bank, post office, signs, appointments (as needed)


  • Ensure the Delivery of Pre-Listing Packages
  • Call the seller to confirm the date/time of appointments
  • Send a Pre-listing intro template email with important dates
  • Prepare a New Client File
  • Prepare the listing folder


  • Prepare a New Client File
  • Enter all client information in database and tag accordingly
  • Monitor and follow up on all listings
  • Maintain Communication Log
  • Builds MKT Schedule
  • Coordinates property staging
  • Follow Tenant letter protocol (if applicable)
  • Make an appointment to take pictures/floor plan
  • Submit proper information and photos to agent for MLS
  • Confirm all appointments and showing with owners and/or tenants
  • Post photos and text to social media
  • Order “For Sale” sign
  • Email MLS print out to seller
  • Obtain keys, make extra keys if needed
  • Install the lockbox with the key
  • Make sure the sign is ready and placed
  • Set Agent up with Flyers
  • Monitor that client has enough Flyers
  • Send “Just Listed” letter
  • Update whiteboard

Coordinate showings of property:

  • Maintain Showing Log
  • Ensure knowledge of all price reductions, upgrades, improvements, other selling features
  • Inform agent of any special showing instructions from the seller
  • Follow up with the agent to obtain the buyer’s feedback
  • Call the seller to provide feedback regarding showing
  • Include showing feedback in the seller’s weekly marketing update


Coordinate open houses of property:

  • Coordinate date/time with seller and buyer agents
  • Ensure buyer agent receives all info regarding selling features of the home
  • Follow up with agent after the open house to obtain feedback about traffic, comments
  • Call the seller to provide feedback regarding the open house
  • Include open house feedback in seller’s weekly marketing update

Present offer to the client:

  • Negotiate on behalf of the client’s best interest
  • Ensure client understands contract including deadlines and costs
  • Obtain estimated settlement sheet from closing office

Submit paperwork:

  • Send full contract to lender and title company immediately
  • Send accepted contract, client, lender, and title company information to closing office
  • Update white board and CRM database with transaction information and deadlines

Coordinate inspection:

  • Prepare buyer/seller on what to expect from a thorough inspection
  • Request inspection (when representing buyer)
  • Coordinate schedule for inspection (when representing seller)
  • Review results of the inspection with buyer/seller
  • Call other agent and negotiate for items to be repaired as applicable (when representing buyer)
  • Negotiate with other agent on any objections from inspection (when representing seller)

Coordinate appraisal:

  • Ensure lender has ordered appraisal when inspection objections are finalized
  • Notify and brief all parties when the appraisal complete

Follow contract deadlines:

  • Ensure Seller’s Disclosures are sent, reviewed, and signed by deadline
  • Ensure inspection items are handled and agreed to in writing by the deadline
  • Follow up with lender on completion of appraisal by the deadline

Monitor loan completion:

  • Contact other agent or lender for frequent loan status updates
  • Update client on loan status and any possible changes in the settlement deadline and negotiate extensions when needed
  • Ensure documents will be ready by settlement deadline


  • “Sold” or “Pending” post
  • Prepare Closing File / Checklist

Schedule closing with the client:

  • Ensure the client has address/directions to the closing office
  • Inform the client of proper identification and documentation to bring to closing
  • Notify other agents of the scheduled closing time
  • Send estimated closing costs to client and ensure all information is accurate

Prepare closing packet for client:

  • Provide copies of all documents from the transaction
  • Provide utility company information with phone numbers
  • Call and inform the client when transaction funds and records
  • Coordinate transferring keys to the new homeowner


  • Report Sold to MLS
  • Remove lockbox
  • Remove Sign
  • Change Status to Sold
  • Send “Just Sold” cards
  • Send a gift and “thank you for working with our team” letter
  • Create “other agent database”
  • Send a “thank you” letter to lender
  • Put Anniversary in BT & SOC
  • Send Client Survey, follow up until received
  • Convert File to Sold File
  • Remind Agent to Call Just Sold
  • Dated Jan 20, 20_ _ Closing Letter and Statement for Buyer
  • Dated Jan 20, 20_ _ Closing Letter and Statement for Seller
  • Update records
  • Update database, air table - whiteboard, and SOC with the forwarding address


  • Prepare a New Client File
  • Enter all client information in the database
  • Pull up houses in MLS
  • Prepare showing route if applicable
  • Schedule showing appointments
  • Make copies for clients/ Agent
  • Make any follow-up calls
  • Call clients and introduce procedures/what to expect
  • Monitors and follow up on closing files
  • Maintain Communication Log
  • Send a “Congratulation” Letter to buyer
  • Attend Closings
  • Send a gift and “thank you for working with our team” letter to buyer
  • Send Client Survey, follow up until received


  • MS Office (Word, Excel, Outlook)
  • MLS Systems
  • QuickBooks
  • Database


  • Excellent time management skills
  • Detail oriented
  • Good communication skills
  • Team player
  • Treats all clients and team members with respect
  • Positive attitude and friendly demeanor
  • Highly organized
Employment Type
Job Location
Base Salary
Date posted
August 22, 2022
PDF Export
Close modal window

Position: Executive Assistant - Transaction Coordinator DECHAMBEAU HOMES PLAINVILLE, MA US