Senior Transaction & Compliance Coordinator

POSITION SUMMARY

Equity Smart Real Estate Services is creating a new, senior-level position responsible for bringing transaction coordination in-house as a core, standardized function of the brokerage. This is not an administrative paperwork role.

The Senior Transaction & Compliance Coordinator will manage residential transactions from contract acceptance through closing, serve as the brokerage's first line of transaction-level quality control, and act as a trusted resource who helps agents complete files correctly the first time.

This position combines four functions into one role: transaction coordination, agent support, proactive compliance review, and ongoing C.A.R. forms and transaction-process training. The person in this role will be expected to identify potential compliance issues before they escalate, maintain consistent brokerage-wide transaction standards, and help agents navigate Equity Smart's systems, forms, and procedures with confidence.

ABOUT EQUITY SMART REAL ESTATE SERVICES

Equity Smart Real Estate Services is a growing California residential real estate brokerage built on the same values of integrity, service, and partner-focused support that define the Equity Smart family of companies, including our affiliate, Equity Smart Home Loans. As our agent count and transaction volume grow, we are investing in a dedicated internal transaction and compliance infrastructure to support consistent, high-quality service for our agents and their clients.

KEY RESPONSIBILITIES

Transaction Coordination

• Manage residential real estate transactions from contract acceptance through closing, for a caseload of concurrent files.

• Track transaction timelines, contractual deadlines, contingencies, and required documentation for every open file.

• Coordinate with agents, escrow, title, lenders, and other transaction parties as needed to keep files moving.

• Build and maintain organized, complete, and audit-ready transaction files in SkySlope and other internal systems.

• Monitor upcoming closings and proactively flag files that require attention.

• Help agents navigate Equity Smart's transaction process from start to finish.

Compliance & File Quality Control

• Serve as the brokerage's first line of transaction-level quality control, reviewing files throughout the transaction lifecycle rather than only after closing.

• Review files for missing signatures, missing documents, and incomplete or incorrectly completed forms.

• Monitor required disclosure documentation for completeness and timeliness.

• Identify transaction timeline and contingency concerns before they put a file at risk.

• Identify commission and documentation discrepancies.

• Identify brokerage compliance deficiencies and communicate needed corrections directly to agents.

• Help maintain complete, consistent, and audit-ready files across the brokerage.

• Escalate significant compliance matters to Operations, management, or the Broker of Record when appropriate.

C.A.R. Forms & Agent Training

• Stay current on the new and revised California Association of REALTORS® (C.A.R.) forms and how they apply to Equity Smart transactions.

• Conduct periodic training sessions for agents on C.A.R. forms updates and proper form usage.

• Train agents on transaction best practices, file-submission requirements, and disclosure procedures.

• Reinforce transaction timelines and documentation standards through ongoing education.

• Educate agents on new or revised brokerage policies and procedures as they are introduced.

• Identify recurring file errors and convert those patterns into proactive, targeted training for the agent population.

• Provide individual, transaction-level guidance to agents on process and form usage within the scope of this role.

• Provide operational and educational guidance only; this role does not provide legal advice, and agents with legal questions are directed to appropriate counsel or the Broker of Record.

Agent Support

• Serve as a knowledgeable internal resource for agents on Equity Smart procedures, California residential transaction requirements, and brokerage documentation standards.

• Help agents troubleshoot common transaction and compliance questions in real time.

• Support agent adoption of the in-house transaction coordination model and internal systems.

• Reduce unnecessary administrative burden on agents so they can focus on serving their clients.

Systems, Reporting & Operational Coordination

• Maintain accurate, up-to-date visibility into active escrow files, expected closing dates, missing documentation, and contingency deadlines.

• Identify files that require escalation and compliance patterns that warrant management attention.

• Provide transaction-status reporting to Operations and management as needed.

• Partner with the Real Estate Operations Manager and brokerage leadership on process improvement, standardized checklists, and workflow development.

• Support future integration of transaction and compliance data into Equity Smart's broader Smart Operations ecosystem as that infrastructure develops.

EXPERIENCE REQUIREMENTS

• Minimum 5 years of hands-on experience coordinating California residential real estate transactions from contract to close, including at least 2 years in a senior, lead, compliance-focused, or training-related capacity.

• Demonstrated experience managing a full caseload of concurrent transactions independently.

• Experience working directly with California residential purchase agreements, disclosures, contingencies, and standard transaction timelines.

REQUIRED QUALIFICATIONS

• Strong working knowledge of current California Association of REALTORS® (C.A.R.) forms and California residential disclosure requirements.

• Proven ability to review a transaction file and independently identify missing, incomplete, or incorrect documentation.

• Strong understanding of California residential transaction timelines, contingency periods, and standard brokerage documentation practices.

• Excellent written and verbal communication skills, including the ability to give agents direct, professional feedback on file corrections.

• High attention to detail, strong follow-through, and sound, independent judgment.

• Comfortable holding agents accountable to brokerage standards and deadlines in a professional, service-oriented manner.

• Ability to work independently in a remote environment while managing multiple deadlines and priorities.

PREFERRED QUALIFICATIONS

• California Association of REALTORS® Certified Transaction Coordinator (CTC) designation or equivalent transaction-coordination certification.

• Prior experience training or presenting to real estate agents, whether on forms, compliance, or transaction procedures.

• Experience supporting a brokerage's compliance or file-audit function.

• Direct experience with SkySlope or a comparable brokerage transaction-management platform.

• Prior experience in a brokerage operations, compliance, or transaction-management role supporting multiple agents.

LICENSING REQUIREMENTS

An active California real estate license (salesperson or broker) is required for this position. While California law permits unlicensed personnel to perform purely administrative transaction-coordination tasks, this role's compliance review, agent guidance, and C.A.R. forms training responsibilities go beyond administrative processing and require the transaction-law knowledge, accountability, and brokerage supervision structure associated with licensure. This position provides operational and educational guidance only and does not provide legal advice.

SKILLS & COMPETENCIES

• Sound, proactive judgment — able to spot a developing problem and act before it becomes a compliance issue.

• Highly organized, with the ability to manage many concurrent files and deadlines without losing accuracy.

• Comfortable training and coaching agents of varying experience levels.

• Clear, professional communicator who can deliver corrective feedback constructively.

• Self-directed and reliable in a remote work environment.

• Collaborative team player who partners well with Operations, management, and agents alike.

TECHNOLOGY / SYSTEM EXPERIENCE

• SkySlope or a comparable transaction-management platform (required).

• California Association of REALTORS® forms software, such as zipForm® (required).

• Standard productivity and communication tools (e.g., Google Workspace, email, video conferencing) (required).

• Familiarity with MLS platforms and e-signature tools such as DocuSign (preferred).

PERFORMANCE EXPECTATIONS / MEASURES OF SUCCESS

Success in this role will be measured using a combination of quality and production metrics, which may include:

• File completeness and accuracy

• Compliance accuracy and reduction in escalated compliance issues

• Transaction turnaround times

• Agent satisfaction and feedback

• Transaction capacity and consistency

• Training participation and effectiveness

• Successful agent adoption of the in-house transaction coordination model

New hires in this role can expect a formal 90-day performance review covering file quality, compliance impact, and agent feedback.

COMPENSATION

Base salary: $70,000–$85,000 annually, depending on experience, licensure, and qualifications, plus a performance-based bonus tied to the measures of success outlined above.

BENEFITS

Equity Smart Real Estate Services offers a comprehensive benefits package, including:

• 401(k) Retirement Plan: 50% employer match on employee contributions up to 6% of eligible compensation

• Medical insurance

• Dental insurance

• Vision insurance

• Life insurance

• Paid time off (PTO)