Contract-to-Close Coordinator Job Description Template

Transaction coordinator job description template requests usually come from a brokerage owner or team lead who’s about to post an opening and realizes most templates online are either too generic to be useful or written for a completely different market. Below is a version built around what a contract-to-close coordinator does day to day. Copy it and adjust it for your brokerage’s workflow and tools.

Quick answer

A strong transaction coordinator job description template should spell out what happens from contract signing through closing, name the transaction management software used, state whether the role is in-house or remote, clarify pay structure (salaried versus per-file), and list the disclosure and deadline tracking duties expected. Vague descriptions attract vague candidates.

What should go in the job title and summary?

Use a clear, searchable title like “Contract-to-Close Transaction Coordinator” or “Real Estate Transaction Coordinator” rather than an internal nickname, since candidates search job boards using standard terms. Before you post, check how similar roles are titled and described on Indeed to see whether your draft matches what candidates expect. The summary paragraph should state up front whether the role is in-house, remote, full-time, part-time, or per-file contract work. That one detail decides who applies and who scrolls past.

Job description template

Copy and adapt the section below for your brokerage.

Position summary

[Brokerage name] is looking for a detail-oriented transaction coordinator to manage residential real estate files from executed contract through closing. This is a [remote / in-house / hybrid], [full-time / part-time / per-file contract] role supporting [number] agents with an average of [number] active files at a time.

Key responsibilities

Open and set up new transaction files upon contract execution. Distribute fully executed contracts to all parties, including lender, title or escrow, and cooperating agent. Track and communicate all contingency deadlines, including inspection, appraisal, and loan approval. Coordinate directly with lenders and title or escrow officers to resolve outstanding conditions before closing. Confirm all required state and local disclosures are collected, signed and submitted on time. Keep file status updates current in [transaction management platform, e.g. Dotloop or SkySlope] so agents and brokerage leadership can see them. Schedule and confirm final walkthroughs and closing appointments. Flag any timeline risk to the agent and broker with enough lead time to resolve it.

Qualifications

Prior experience in real estate transaction coordination, escrow, title, mortgage processing, or as a real estate agent’s assistant preferred. Working knowledge of [state] purchase contracts and standard disclosure requirements. Proficiency with [transaction management platform] or willingness to learn quickly. Strong written and verbal communication skills, since this role works directly with agents, lenders, and title or escrow officers every day. Comfortable managing multiple file deadlines at once without missing a step.

Compensation and structure

[State clearly: salaried range, per-file rate, or hybrid structure, and whether benefits apply. Candidates scan this section first, and leaving it vague is the biggest reason strong candidates skip a posting.]

What makes a job description attract better candidates?

Specifics. A posting that names the software platform, states the real file volume, and is upfront about pay structure filters out unqualified applicants before you ever schedule a call. A posting that only says “manage transactions from contract to close, other duties as assigned” tells a good candidate nothing about what their week will look like. Experienced TCs notice that vagueness and read it as a red flag about how organized the brokerage is.

Should you specify software experience or just general TC experience?

Name the platform if you already use one. A candidate fluent in Dotloop can usually pick up SkySlope quickly and vice versa, since the underlying logic is similar. Still, naming your tool in the posting signals professionalism and helps candidates judge their fit before applying. If you’re still choosing a platform, our technology page covers what a modern transaction management stack looks like.

How should brokerages think about hiring versus building a bench?

Posting a single open req works when you have steady, predictable transaction volume and time to manage the hiring, onboarding, and training cycle yourself. It works less well when volume is seasonal or growing unpredictably. A brokerage can end up understaffed during a busy stretch or paying a salaried TC to sit idle during a slow one. Our guide on how brokerages build a transaction coordinator bench covers the alternative in more detail.

Frequently asked questions

Should the job description mention state licensing requirements?

Only if your state requires registration for unlicensed TC work. Most states don’t require a real estate license for this role. If your state has specific rules, note them briefly so candidates aren’t caught off guard mid-application.

How detailed should the compensation section be?

As detailed as you can make it. Even a range is far better than leaving pay out, since vague pay language is one of the top reasons qualified candidates skip a posting.

Is a transaction coordinator job description different for remote roles?

Mostly in tone and in expectations around communication. The core duties stay the same, but a remote posting should be explicit about response times and how files get assigned and tracked.

If you’d rather skip writing and vetting a job posting and draw from an existing bench of vetted transaction coordinators instead, our how it works page and get started page explain how that works for brokerages of different sizes.