Experienced Real Estate Transaction Coordinator / Contract-to-Close Coordinator

Job Description

West & Co. Real Estate, brokered by eXp Realty
Location: Whitefish/Kalispell preferred; remote considered for highly experienced transaction coordinators
Job Type: Contract, part-time, or flexible depending on experience
Compensation: Per-file or hourly structure based on experience and scope

We are looking for a rockstar Transaction Coordinator.

West & Co. is seeking an experienced, high-caliber Transaction Coordinator / Contract-to-Close Coordinator to support our real estate team from accepted offer through closing.

This is not an entry-level admin role. This is not a “learn real estate as you go” position. We are looking for someone who already understands the rhythm of real estate transactions and can confidently help manage files, protect deadlines, communicate with all parties, and keep the process moving with professionalism and calm.

Local is a bonus. Experience is the requirement.

We are open to in-house, hybrid, or remote support for the right person.

About West & Co.

West & Co. is a growing real estate team serving Montana and North Dakota, brokered by eXp Realty. We are known for high-touch client service, strong communication, and a professional, thoughtful approach to real estate.

Our transactions can include residential resale, luxury, acreage, rural properties, waterfront, relocation, new construction, investment properties, and second homes. We need someone who can bring structure, clarity, and follow-through behind the scenes.

What You’ll Do

The Transaction Coordinator will help manage the contract-to-close process, including:
• Reviewing executed contracts and creating transaction timelines
• Tracking deadlines, contingencies, and closing milestones
• Communicating with agents, clients, lenders, title companies, inspectors, vendors, and cooperating brokerages
• Coordinating required documents, signatures, and file updates
• Monitoring inspection, appraisal, financing, title, repair, and closing milestones
• Helping ensure transaction files remain organized and compliant
• Sending timely reminders and updates
• Maintaining clear written records throughout each file
• Escalating issues early when deadlines, documents, or communication are at risk
• Helping agents stay focused on client service while ensuring the details are protected

Who We’re Looking For

You may be a strong fit if you are:
• Experienced in real estate transaction coordination or contract-to-close support
• Highly organized and deadline-driven
• Calm under pressure
• Excellent in written communication
• Proactive without needing to be chased
• Comfortable managing multiple files at once
• Professional with agents, clients, lenders, title companies, inspectors, and vendors
• Able to work independently and communicate clearly in a remote, hybrid, or in-office environment
• Comfortable learning Montana and North Dakota contracts, timelines, forms, and compliance expectations

Experience We Value

Prior experience in one or more of the following is strongly preferred:
• Transaction coordination
• Contract-to-close coordination
• Real estate operations
• Licensed assistant work
• Title or escrow support
• Lending or mortgage operations
• Brokerage administrative support
• Real estate contract management
• Construction or project management related to real estate

Experience with high-touch, medium-to-high-volume, luxury, acreage, rural, waterfront, relocation, new construction, resort, or second-home transactions is a major plus.

What Success Looks Like

A successful TC in this role creates calm and clarity.

You notice what is missing before it becomes a problem. You protect deadlines. You communicate clearly. You follow through. You keep files organized, agents informed, and transactions moving.

You do not need constant oversight to know what comes next.

You are steady, professional, detail-minded, and comfortable being the calm behind the closing.

Schedule / Structure

We are open to discussing the right structure for the right person. This may begin as a per-file contract role, part-time position, or flexible support role depending on experience, availability, and fit.

Local candidates in the Flathead Valley are encouraged to apply, but experienced remote transaction coordinators will be strongly considered.

To Apply

Please submit your resume and a brief note sharing your real estate transaction experience.

In your note, please include:
• The types of transactions, teams, or brokerages you have supported
• Approximate number of files you have managed at one time
• Your experience with contract-to-close deadlines
• States or markets you have supported
• Systems or software you have used
• Whether you are looking for contract, part-time, or employment-based work

Please also answer:

Describe your first 48 hours after receiving an accepted real estate contract. Who do you contact, what do you review, what do you calendar, and how do you communicate deadlines?

Pay: $30,000.00 – $65,000.00 per year

Application Question(s):
• Have you personally managed real estate transactions from accepted offer through closing?
• How many active real estate transaction files have you personally managed at one time?
• Describe your first 48 hours after receiving an accepted real estate contract. Who do you contact, what do you review, what do you calendar, and how do you communicate deadlines?
• What real estate systems, CRMs, e-signature tools, MLS platforms, or transaction management software have you used?
• What type of work structure are you looking for?
• Tell us about a time you had to push an agent, lender, title company, client, or vendor to protect a deadline. How did you handle it?

Ability to Commute:
• Remote (Preferred)

Work Location: Remote