Transaction Coordinator

Role Overview

The Transaction Coordinator is the operational backbone of the Rapid City Commercial team — keeping agents productive, clients supported, and every deal moving cleanly from contract to close. This role exists to free brokers from administrative complexity, ensure compliance at every stage, and deliver a consistently excellent experience for our clients across both sales and lease transactions.

Who We Are

The Rapid City Commercial Team is the leading commercial real estate team in Western South Dakota. We work with property owners, buyers and tenants on both sales and leasing transactions. Being a full-service firm, we specialize in retail, office, industrial, land, multi-family and hospitality properties creating a wide range of opportunities to learn all aspects of the commercial real estate business. Led by Chris Long, the team consists of four commercial agents, this opening for a transaction coordinator, and a listing coordinator. The team averages 80 active listings for sale and lease and has done over $35M in sales volume in each of the last few years.

Responsibilities & Goals

• Coordinate all transaction operations for the Rapid City Commercial team across sales and leases
• Ensure a smooth, compliant transaction process for all clients and agents
• Deliver a great customer experience on every transaction — proactively answering client questions and keeping them informed
• Manage and maintain all transaction coordination, compliance, and document management systems
• Free up agent time by owning the administrative and coordination work from contract through close

Transaction Coordination — Contract to Close

• Extract key dates from executed contracts and input into tracking systems immediately
• Build and maintain transaction timelines; monitor all deadlines and milestones across active deals
• Coordinate title orders and drive the closing process for both sales and lease transactions
• Coordinate closing date, time, and location and notify all relevant parties
• Coordinate with vendors throughout the transaction lifecycle
• Submit commission requests in Command for all transactions prior to closing
• Prepare closing packets for clients including all transaction documents and relevant vendor/utility information
• Notify clients about utility accounts to set up or cancel at the time of closing
• Work with clients to ensure all questions are answered and they feel supported throughout the process
• Follow up with clients after closing to check in and request a review
• Manage unique payment and closing situations — know each transaction well enough to coordinate exceptions and resolutions

Documentation, Amendments & Compliance

• Draft and track amendments, addendums, and other transaction-specific documentation
• Monitor compliance deadlines and ensure all required signatures and documents are completed on time
• Prepare listing agreements, relationship disclosures, and supporting documentation
• Maintain electronic filing systems in Dropbox; ensure all deal files are complete, organized, and current
• Submit documentation through Command for in-office compliance

Invoice Creation & Financial Tracking

• Create invoices for landlords upon completed leases
• Track outstanding invoices and follow up to ensure timely payment
• Maintain a pending lease/invoice report so the team has full visibility on what has been billed and what is outstanding
• Input and track commission data in Sisu and Command

Systems & CRM Management

• Manage transaction workflows and task completion in Sisu; conduct regular pipeline check-ins with agents
• Maintain RealNex CRM and Sisu Transaction Management — update data for each listing including pricing, expirations, contact info, property data, lease comps, and closed sales
• Build, maintain, and assign workflow activities in Sisu related to team processes
• Document and maintain a process and procedure manual for the team; work with agents to identify and improve inconsistent processes

General Administrative Support

• Provide day-to-day administrative support to agents throughout the transaction process
• Maintain team files and listing documents
• Prepare agendas for weekly team meetings and compile relevant team updates

Skills & Attributes

• Systems-focused mindset — comfortable owning and improving operational workflows
• Highly organized with strong time management; able to prioritize and manage multiple active transactions simultaneously
• Flexible and adaptable — handles curveballs with calm and professionalism
• Proactive problem solver with sharp attention to detail
• Customer service forward — communicates clearly and professionally with clients, agents, and vendors
• Strong written and verbal communication skills; able to work with all personality types
• Comfortable in a fast-paced, deadline-driven environment
• Learning-based and growth-minded — eager to develop new skills, learn new systems, and continuously improve

Experience & Technical Skills

• Experience in real estate operations, transaction coordination, or a similar administrative role preferred
• Experience with CRM software for client management
• Computer proficiency: G-Suite (Gmail, Google Calendar, Sheets, Docs), Dropbox, Microsoft Office (Excel, Word), AI Platforms (ChatGPT, Claude)
• Basic accounting knowledge — comfortable with invoicing and payment tracking
• Real estate experience preferred but not required; the right attitude and systems mindset matter most

Pay: $20.00 - $25.00 per hour

Benefits:

• Paid time off

Work Location: In person