Transactions Concierge - Contract to Close

Job Summary:

The Contract-to-Close Concierge is responsible for managing all administrative, logistical, and communication tasks from the moment a real estate contract is fully executed until the closing is complete. The goal is to ensure compliance, manage deadlines, coordinate with all stakeholders (buyers, sellers, lenders, title/escrow, inspectors, appraisers), and deliver a smooth, timely closing experience with high customer service.

Key Responsibilities

1. Contract Setup & Review
• Review the fully executed purchase/sale contract to ensure all signatures, dates, initials, and terms are correctly completed.
• Enter all important contract dates (inspection period, financing contingency, title review, due diligence, etc.) into internal systems.
• Confirm earnest money deposit (if applicable) and follow up if missing.
2. Deadline Oversight & Compliance
• Track all critical deadlines (inspections, repairs, contingencies, financing, title, etc.).
• Monitor contract addenda and amendments; ensure they’re properly executed and distributed.
• Ensure compliance with Florida real estate law and local regulations.
3. Title & Escrow Coordination
• Work with title or escrow companies to initiate title search.
• Resolve title issues (liens, judgments, discrepancies) by coordinating with sellers, attorneys, or title companies.
• Coordinate delivery of required title insurance and closing documents.
4. Finance / Lender Liaison
• Coordinate with the buyer’s lender to ensure financing steps are being completed (appraisal, underwriting, clear-to-close).
• Ensure that the Closing Disclosure and other lender required documentation is reviewed, accurate, and delivered timely.
5. Inspections, Repairs, and Walk-throughs
• Schedule home inspections, appraisals, and any required vendor work.
• Follow up on inspection results; make sure repairs (if required) are completed.
• Coordinate final walk-throughs with buyer/seller.
6. Communication & Customer Service
• Act as the primary point of contact for the buyer, seller, agents, lender, title company, and inspectors.
• Provide regular updates on status, milestones, possible issues, and next steps.
• Answer questions; troubleshoot any issues that arise.
7. Document Preparation & File Management
• Ensure all paperwork is collected, correctly filled out, signed, and returned.
• Maintain organized transaction files (digital & physical, as needed).
• Prepare and review closing packages, settlement statements, deed documents, release of liens, etc.
8. Closing Coordination
• Verify the closing date, time, location.
• Coordinate with all parties to ensure they have everything needed for closing.
• Confirm funds to be wired or paid, escrow elements.
• Make sure documents are ready at closing; confirm title transfer.
9. Post-Closing Tasks
• Follow up for recording of deed, title insurance issuance, and any final authorizations.
• Ensure that disbursements and payoffs are handled properly.
• Close out file: archive, final checks, lessons learned.

Required Skills & Qualifications

• Prior experience in real estate transaction coordination, escrow/title work, or related role.
• Knowledge of real estate contracts, Florida real estate law & regulations.
• Strong attention to detail, organizational skills.
• Excellent communication skills (verbal and written).
• Ability to manage multiple transactions at once.
• Proficiency with real estate forms, digital transaction management systems, CRMs.
• Problem-solving mindset; ability to anticipate issues and proactively resolve.
• Customer service orientation.

Preferred Qualifications

• Experience working with title companies, lenders, home inspectors, contractors.
• Familiarity with e-signature platforms and document management tools.

Able to work under deadline pressure; flexible hours (some after-hours or weekend communication may be required).

Job Type:

·         Full-time; the position will be performed in an office setting.

Compensation and Benefits:

·         Competitive base salary plus bonuses.

·         Comprehensive benefits package, including medical, dental, vision.

·         Company 401(k) Plan

MDLV, LLC dba ONE Sotheby's International Realty is an Equal Opportunity Employer; participates in E-Verify and conducts background checks.