Job Description

Executive Assistant & Transaction Coordinator – Brokerage

Location: Salisbury, MD

Job Type: Full-Time

Compensation: Salary + Performance Bonus (based on closed-deal milestones)

Position Overview

We’re seeking a highly organized, resourceful Executive Assistant & Transaction Coordinator to support the Senior Broker through every phase of farm transactions. This role owns the checklist, keeps timelines tight, resolves deal hurdles, and ensures all parties—buyers, sellers, lenders, attorneys, inspectors, and integrators—are aligned from listing to settlement. No marketing or new-business duties. Your success is measured by clean files, on-time closings, and proactive problem-solving.

Core Responsibilities

Transaction Coordination & Deal Management

• Build and manage end-to-end transaction timelines (contract → study period → financing/appraisal → integrator approvals → settlement).
• Maintain the master checklist and proactively chase deliverables, signatures, deposits, inspections, and addenda.
• Coordinate with lenders (e.g., farm credit institutions) to track underwriting items, DSCR requirements, appraisals, title/closing documents, and settlement statements.
• Liaise with poultry integrators (e.g., for LOIs, upgrade lists, bird placement timelines) and track compliance items.
• Schedule and coordinate farm access, inspections, environmental/soil tests, well/septic, surveys, minor subdivisions, and permitting where applicable.
• Prepare, route, and quality-check contracts, addenda, disclosures, and post-contract amendments; ensure versions and dates are accurate.
• Monitor contingency clocks (study period, financing, title) and issue deadline reminders/Notices to Perform as directed.
• Compile settlement packages; verify prorations, credits, and personal-property inclusions match the agreement.

Issue Resolution (“Deal Doctor”)

• Identify risks early (title defects, survey conflicts, permitting bottlenecks, integrator requirements, appraisal gaps) and propose options.
• Coordinate curative actions with attorneys, title, surveyors, lenders, and local authorities; document decisions and next steps.
• Track upgrades/repairs and third-party work orders; confirm completion and supporting invoices/releases.
• Escalate critical items to the Senior Broker with succinct briefings and recommended solutions.

Documentation, Compliance & Records

• Maintain audit-ready digital files (contract, correspondence, proofs of delivery, disclosures).
• Ensure MLS/file compliance and brokerage policy adherence; log all key communications and approvals.
• Create clean summaries: deal snapshot, open items, next milestones, and critical dates.

Client & Stakeholder Communication

• Serve as the primary coordination point for buyers, sellers, lenders, integrators, inspectors, surveyors, and title/attorneys.
• Draft professional updates and recap emails; confirm mutual understanding of action items and deadlines.
• Prep the Senior Broker for calls/meetings with concise one-pagers and status dashboards.

Scheduling & Logistics

• Own the Senior Broker’s calendar, property tours, site visits, closing dates, and key task reminders.
• Arrange photography, document retrieval, utility verifications, and access logistics.

Data & Reporting

• Maintain deal pipeline trackers (active, under contract, closed) with status, dates, and blockers.
• Produce weekly status summaries and closing forecasts.

Qualifications

• 2–5+ years in real estate transaction coordination, escrow/title, lending, or executive support (ag, commercial, or specialty assets a plus).
• Master organizer with relentless follow-through; comfortable managing many simultaneous deadlines.
• Strong written communication and document accuracy; high attention to detail.
• Professional fluency with Microsoft Office/365, PDFs/e-signature, and CRM/task systems.
• Familiarity with agricultural assets, inspections, surveys, permits, and lender processes preferred.
• Real estate license (or willingness to obtain) is a plus.
• Valid driver’s license; ability to travel locally for meetings and property access.

Success Metrics (KPIs)

• On-time closing rate and reduction of deadline extensions.
• Number of issues pre-empted/resolved without escalation.
• File accuracy/compliance and post-closing error rate.
• Stakeholder satisfaction (buyers/sellers/lenders/attorneys/integrators).
• Cycle-time from contract to close.

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