Position Summary

The Real Estate Transaction & Closing Specialist is an organized, detail-driven professional who keeps our commercial real estate transactions and development projects moving from behind the scenes. This role sits at the center of our closing and development processes — tracking deliverables, following up on outstanding items, managing documentation, and ensuring that all internal teams and external parties stay on schedule. Working closely with the Finance team, inside counsel, and Treasury, the Specialist coordinates with a wide network of external partners — including title companies, lenders, engineers, architects, contractors, and government agencies — to obtain the information and documents needed to successfully close transactions and advance active developments. Success in this role comes from being proactive, persistent, and exceptionally well-organized rather than from being outward-facing or client-directed.

Key Responsibilities

Transaction Closing Coordination

• Manage end-to-end closing logistics for commercial real estate acquisitions, including due diligence coordination, lender deliverables, and signature packages
• Order and track title commitments, surveys, appraisals, environmental assessments (Phase I/II), and zoning reports; maintain a master due diligence checklist per transaction
• Compile and submit lender packages including title, appraisal, insurance certificates, organizational documents, and entity formation materials; follow up on all open conditions until resolved
• Coordinate execution of closing documents, schedule closings and notary appointments, and confirm wire transfers with all parties
• Liaise with inside counsel, title companies, lenders, and other entity teams during closing week to ensure all outstanding items are resolved and closings stay on track
• Assist with preparation of closing statements, prorations, and settlement cost summaries under inside counsel supervision

Project Tracking & Development Coordination

• Track the status of commercial real estate development projects across all phases — from initial acquisition through construction and completion — for dozens of active properties simultaneously
• Maintain project schedules, milestone trackers, and budget summaries; flag delays, deadline risks, and budget variances to the Director of Finance
• Follow up consistently with external vendors, contractors, engineers, architects, and government agencies to obtain required deliverables such as permits, approvals, inspections, and reports
• Coordinate across development phases — site control, entitlement, design, permitting, construction, and closeout — to keep documentation and action items current
• Prepare and distribute regular project status reports for the Finance team and senior leadership

External Partner Coordination

• Maintain working relationships with external partners — including title companies, lenders, surveyors, engineers, architects, general contractors, and government agencies — for the purpose of obtaining documentation and driving project progress
• Initiate and follow up on outstanding deliverables such as permits, municipal approvals, inspection reports, and third-party due diligence items
• Track all open items across vendors and partners; maintain a clear log of what has been requested, what is outstanding, and what has been received
• Coordinate project calls and correspondence as needed to move items forward; document outcomes and next steps
• Connect with other internal entity teams as necessary to gather or share information relevant to active transactions and projects

Financial Coordination

• Work closely with the internal Treasury & Finance team to support development project financing, draw requests, and budget tracking
• Assist in gathering and organizing materials for external bank and investor reporting, financing packages, and loan compliance submissions
• Help prepare financial summaries, budget-to-actual reports, and capital expenditure schedules for active development projects
• Coordinate with inside counsel and lenders to ensure financing documentation, draw packages, and closing deliverables are complete and submitted on time

Document & Data Management

• Maintain organized, accurate, and audit-ready records for all real estate transactions, development projects, and property files
• Assemble post-closing binders (digital and/or physical) including recorded documents, title policies, loan documents, and ancillary agreements
• Manage the company's document management system to ensure all project and transaction files are current, complete, and properly categorized
• Track permitting deadlines, loan maturities, construction timelines, and project milestones across all active properties
• Archive closed files in accordance with company retention policies

Communication & Administrative Support

• Draft and send status update and follow-up emails to vendors, lenders, title companies, contractors, government agencies, and internal stakeholders
• Monitor transaction and project email threads; ensure all open items are tracked and routed to the appropriate person
• Maintain calendars, deadline trackers, and closing timelines across all active deals and development projects
• Prepare internal summaries, deal updates, and project reports for team meetings and leadership review

Qualifications

Required

• 3–5 years of experience in commercial real estate, project coordination, transaction management, or a closely related field
• Demonstrated ability to manage multiple complex workstreams and deadlines simultaneously with precision and follow-through
• Strong written communication skills; comfortable drafting professional correspondence and coordinating with external parties via email and phone
• Proficient in Google Suite and all associated platforms (Google Docs, Sheets, Drive, Gmail, Calendar, Meet, etc.); comfortable with document management systems
• High degree of financial literacy; comfortable working with budgets, draw schedules, and project cost tracking
• Exceptional organizational skills and attention to detail
• Self-directed and reliable; able to prioritize effectively and work independently with minimal supervision

Preferred

• Familiarity with commercial real estate development processes including entitlement, permitting, construction coordination, and project closeout
• Experience with real estate transaction management and due diligence (title, survey, appraisal, environmental, zoning)
• Prior exposure to real estate financing, lender communications, or Treasury operations
• Experience with project management or transaction management software (e.g., Procore, Dealpath, Juniper Square, or similar)
• Associate's or Bachelor's degree in Real Estate, Finance, Business Administration, Construction Management, or a related field