The platform also gave admins clear visibility into transactions so they know who sent what when, while allowing the creation of custom compliance workflows to speed up the review process. As a former member of an expansion team, Muhlenberg found the dotloop for Teams dashboard ( watch recorded demo) particularly helpful for giving admins a universal log-in that lets them easily toggle between agent profiles without having to log in and log out constantly. The right digital tools can go far in helping the admin or transaction coordinator to perform at maximum efficiency. Clint Muhlenberg, Owner and Founder of Level recruiting and staffing company It’s about improving the collective productivity and innovation of an office. What is a touchdown in the admin world? Is it closing a file? No. Therefore, a great admin will be able to prove their value by demonstrating how they’ve helped the organization decrease errors, lower expenses, increase repeat referrals and save the team or brokerage labor hours by implementing automated processes.Įveryone else is keeping the score but the admin. Agents can back up their productivity with numbers, but most admin work is harder, though not impossible, to quantify. It’s not solely about looking at a checklist and seeing if a checkbox is there.”Īs some teams and brokerages face layoffs, it’s more important than ever that admins and transaction coordinators self-advocate their successes. “If you can find a pattern, those are the ones who are quick to adopt new processes and find the opportunities to automate and the digital tools that make the most sense. “Look to their past and see how they’ve improved the productivity of their previous organizations,” says Muhlenberg. Second, hiring managers should seek candidates who can help improve the team or brokerage’s current processes by enhancing the organization’s collective productivity and efficiency. “So many will work themselves to death and would rather say ‘I’m done, I can’t do this anymore, I quit,’ rather than speak up and bring it to the table.” “I’ve worked with so many admins who faced difficult times that could have been better managed if they had just spoken up,” says Muhlenberg. They also need to be self-aware and demonstrate initiative when they’re feeling overwhelmed. Now it’s more important to hire someone who can play in the tough times.”īecause buying and selling real estate presents one of the most stressful times in a customer’s life, a great admin must be able to manage not only their own emotions but also be able to read a customer’s emotional state and manage the situation with calm, clear communication. Before the pandemic, everybody got kind of complacent with how things are. “You’re hiring not just for the good times but for the hard times too. “If I’ve learned anything through COVID it’s that it’s not just about skill sets anymore,” says Muhlenberg. He says that, first and foremost, admins and transaction coordinators should bring an emotional intelligence and self-awareness to the job. What Does it Take to Make a Great Admin or Transaction Coordinator?Ĭlint Muhlenberg, owner and founder of Level, a recruiting and staffing company that focuses on helping agents hire remote admins and transaction coordinators, has worked with more than 100 real estate agents and teams to find the right talent. Manage the entire real estate transaction from listing to close.A transaction coordinator is often an independent contractor, though they can also be members of a brokerage staff.ĭespite the many differences in these roles, both admins and transaction coordinators are relying more and more on digital transaction management checklists to: In some markets, the terms are synonymous, while in others, an admin may refer to someone who helps with transactions but may also order lockboxes and assist with photography. Admins and Transaction Coordinators - What’s the Difference?Īsk any agent or broker how they define their admin or transaction coordinator role, and you’re likely to get two completely different answers. Best of all, admins and transaction coordinators can customize the templates to include forms and documents specific to their associations, teams, brokerages and market requirements. For example, a real estate transaction management software allows transaction coordinators to create Tasks Templates, which they can add to any transaction loop, assign due dates and tasks to specific people. Fortunately, there are tech tools that can help streamline the real estate admin’s and transaction coordinator’s job, including digital checklists that help ensure every document is accounted for and that the closing meets compliance.
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