Transaction Coordinator

Kidder Mathews has been a leader in the commercial real estate industry for nearly 60 years, fostering an innovative and dynamic work culture with more than 100 "best workplace" awards. Now the largest fully independent commercial real estate firm in the Western U.S., Kidder Mathews has over 900 professionals across 19 offices in Washington, Oregon, California, Nevada, and Arizona. We offer a complete range of brokerage, appraisal, asset services, consulting, and debt & equity finance services for all property types. The firm averages $9 billion in transaction volume, manages more than 54 million square feet of space, and conducts 2,700 appraisal, consulting, and cost segregation assignments annually.

JOB SUMMARY: (Overall purpose and objective of the job)

The Commercial Real Estate Brokerage Transaction Coordinator for the Dylan Simon and Jerrid Andersen Team provides administrative and transaction support to commercial real estate brokers throughout the sale and leasing transaction lifecycle. This role coordinates documentation, deadlines, approvals, communication, and transaction records to help ensure files are complete, accurate, and processed in accordance with company procedures and applicable requirements.

The Transaction Coordinator works closely with brokers, clients, property owners, tenants, buyers, sellers, escrow and title representatives, attorneys, and internal teams. The role supports transaction execution but does not negotiate business terms, provide legal advice, or replace the broker’s responsibility for client relationships and transaction decisions.

ESSENTIAL FUNCTIONS: (The reason this job exists is to perform these functions. These functions are performed regularly, seriously impacts other jobs, and there are a limited number of employees to whom performance of the function can be distributed).

• Coordinate transaction files for commercial real estate sales and leasing assignments from initiation through closing, execution, or other completion
• Open transaction files and maintain complete, organized electronic records in the company’s transaction management and document storage systems
• Collect, review for completeness, route, and track agreements and related documents, which may include listing agreements, purchase and sale agreements, leases, amendments, disclosures, commission instructions, and closing documents
• Track key dates, contingencies, due diligence periods, renewal and termination dates, signature status, and other transaction milestones; send reminders and escalate approaching deadlines
• Coordinate document review and approvals with brokers, clients, internal reviewers, and external parties according to company procedures
• Communicate transaction status and outstanding items to brokers and appropriate participants, following broker direction and protecting confidential information
• For sale transactions, coordinate with escrow, title, lenders, attorneys, and other parties to help move documents and closing requirements forward
• For lease transactions, coordinate lease document completion, signature routing, amendments, commencement information, and other post-execution items as assigned
• Prepare and process commission documentation, transaction checklists, payment requests, and related records in accordance with company policies
• Assist with compliance reviews by checking files for required documentation, signatures, approvals, and other applicable records; follow up on missing or incomplete items
• Maintain accurate transaction data in company systems, including status updates, property and client information, key dates, and completed transaction details
• Coordinate with brokerage operations, accounting, marketing, research, and other internal teams to obtain required information and support transaction processing
• Provide brokers and clients with responsive, professional service while managing multiple files and competing deadlines
• Identify recurring workflow issues and recommend improvements to transaction processes, checklists, and service practices
• Maintain current knowledge of company transaction procedures, systems, and applicable state and local requirements relevant to assigned work
• Perform other related duties as assigned

OTHER FUNCTIONS: (Incidental to the purpose or the job. These functions are performed infrequently and have little consequences to other jobs if not performed).

• Perform other duties or projects as requested

ESSENTIAL QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the competencies (minimum knowledge, skill, and ability) required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions)

SKILLS AND ABILITY:

• Strong computer skills (Salesforce, Google Workspace, Trello, Asana, Notion, Docusign and MS Excel, Word, PowerPoint, Outlook)
• Strong written communication skills with a focus on documentation development and oversight
• Ability to prioritize, be proactive, problem-solve, multi-task and utilize resources to execute tasks within a deadline-oriented environment
• Demonstrated sense of urgency with execution and follow up of tasks and providing required information
• Ability to speak, write and understand English
• Excellent communication and organizational skills
• Ability to build relationships with clients, vendors and internal partners
• Demonstrated ability to function in a team environment and proactively problem solve
• Highly motivated and high level of initiative
• Willingness and demonstration of professional development and continual learning
• Professional, clean and neat appearance
• Demonstrated accuracy and attention to detail
• Professional and customer-service oriented
• Demonstrated commitment to continuous process improvement
• Ability to partner with Broker’s and other internal stakeholders to coordinate activities to complete a common task
• Ability to occasionally travel
• Ability to handle confidential and sensitive information

EDUCATION/CERTIFICATION:

• Bachelor’s degree in business administration preferred, or equivalent required; or a combination of education and experience

REQUIRED KNOWLEDGE:

• Strong understanding of the commercial real estate industry, including commercial leasing, lease agreements, purchase and sale agreements, and transaction processes
• Knowledge of commercial real estate transaction documentation, deadlines, and applicable brokerage procedures

EXPERIENCE REQUIRED:

• 2-3+ years CRE experience or a combination of experience and education

WORK ENVIRONMENT: (The work environment described here are representative of those that the employee must be in in order to successfully perform the essential functions of this job.)

• This is a standard office environment with standard office noise like talking, office equipment, etc.

PHYSICAL DEMANDS: (The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.)

• While performing the duties of this job, the employee is regularly required to talk and hear. The employee must frequently sit and use a computer for long periods of time. Specific vision abilities are required to do this job including close vision. The employee must sometimes lift and/or move items up to 10 pounds.

SUPERVISORY RESPONSIBILITIES: (scope of the person’s authority, including a list of jobs that report to this job).

• There are no direct supervisory responsibilities