Transactions Coordinator & Office Liaison - Luxury Real Estate Team

Job Title: Transaction Coordinator & Office Liaison – Luxury Real Estate Team Location: Coconut Grove, Florida  Employment Type: Full-Time | On-Call Availability for Active Transactions Position Summary Join a top-producing, high-energy luxury real estate team under the prestigious ONE Sotheby’s International Realty brand. We are seeking an experienced Transaction Coordinator & Office Liaison to play a critical role in managing contract-to-close operations, supporting team workflow, and delivering an exceptional client experience in line with the elevated expectations of the luxury market. This role is based in our Coconut Grove office and requires a polished, proactive, and detail-oriented professional who thrives in a fast-paced, high-touch environment. Core Responsibilities Transaction Management Oversee and manage all real estate transactions from executed contract through successful closing. Ensure full compliance with brokerage and legal standards via APP Files and related platforms. Track key transaction milestones and deadlines: inspections, appraisals, contingencies, financing, and title. Act as the main point of contact between clients, agents, title officers, lenders, and cooperating brokerages. Prepare and submit compliant documentation for internal review and timely commission disbursement. Client Experience & Listing Coordination Deliver concierge-level support to clients and ensure consistent, proactive communication throughout the process. Manage listing preparation: schedule photography, signage installation, MLS input, and marketing materials. Draft and review contracts, disclosures, listing agreements, and addenda in collaboration with lead agents. Maintain transaction checklists and follow-up schedules within CRM and team calendars. Team Operations & Administrative Oversight Oversee daily team administrative functions including appointment scheduling, inbox management, and document preparation. Maintain and optimize digital and physical filing systems, marketing materials, and office inventory. Support onboarding and tech training for team tools (e.g., APP Files, CRM, MLS). Coordinate internal communications and logistics for team meetings and special events. Why Join Our Team? Step into the world of luxury real estate with ONE Sotheby’s International Realty, a brand synonymous with excellence, sophistication, and global reach. You’ll work alongside one of Miami’s most successful real estate teams in Coconut Grove, a vibrant and prestigious neighborhood. As a key member of our operations, you’ll help shape seamless client experiences, contribute to meaningful transactions, and grow within a team that values integrity, innovation, and a refined service approach. Ready to elevate your real estate career?  Apply with your resume and cover letter to be considered. Requirements Qualifications & Requirements Minimum 2 years of experience as a Transaction Coordinator or equivalent in residential real estate (luxury experience strongly preferred). Proven understanding of Florida real estate contracts, timelines, and compliance requirements. Background in accounting or financial administration preferred, especially with commission processing. Technologically savvy: Proficient in APP Files, MLS Matrix, Google Workspace, Follow-Up Boss CRM. High attention to detail and exceptional organizational skills. Strong written and verbal communication abilities; polished and professional demeanor. Must be self-motivated, deadline-driven, and capable of working independently in a dynamic environment. Florida Real Estate License preferred but not required. Must reside in or near Coconut Grove, Coral Gables, or Pinecrest. Reliable transportation required. Preferred Tools & Platforms CRM: Follow-Up Boss Transaction Management: AppFiles MLS: Matrix Productivity: Google Workspace (Gmail, Drive, Docs, Sheets), Trello, Excel, Adobe PDF Languages English (Required) Spanish (Highly Preferred)