Diligence & Settlement Coordinator

WHO WE ARE:

The world’s finest art, automobiles, and antiques are sold at auction — so too is luxury real estate. Enter the smart way to buy and sell luxury properties. Our expert team curates the world’s finest properties, matches them with the most capable property connoisseurs from across the globe, and facilitates easy, market-driven transactions.

Since 2008, we have closed $5B in luxury properties, with the typical sale ranging between $2.5M and $30M — and are dominating the $10M-plus industry. Our business has spanned the globe, including 46 US states and 36 countries, and we host a database of over 950,000 global contacts. In November 2021, we were acquired by Sotheby’s, the world’s premier destination for fine art and luxury goods, and Anywhere (Formerly Realogy Holdings Corp.), the largest full-service residential real estate services company in the United States. Today, we continue to partner with all real estate companies and, through these additional resources and reach, service all brands and clientele better than ever before.

At Concierge Auctions, it’s not only about “what” we do, but also “who” we are. We believe in innovation — in staying ahead of the curve — with modern design and creative messaging. We are committed, we have high standards and we work very hard. We get things done quickly, and we produce quality work. We are a results driven organization and we truly feel that we’ve built a team of MVPs. Want in?

THE POSITION:

We are looking for a member of our growing team to manage and oversee domestic diligence and settlement services, including but not limited to creating, proofing, editing, revising and occasionally negotiating legal documents, contracts and execution, diligence preparation, and correspondence required for residential real estate transactions. Additionally, you will be responsible for maintaining files; performing due diligence; monitoring the progress of open real estate matters; and, following up to ensure all required actions are completed in a timely manner.

RESPONSIBILITIES:

Diligence Coordination

• Lead the preparation and review of property due diligence packages for each property that goes to auction, including, but not limited to: purchase and sale agreements, disclosures, inspection(s), surveys, title commitments, mortgage/lien descriptions, deeds, easements, plans/permits, restrictions, etc.
• Coordinating with sellers, attorneys, title agents, closing managers, our legal counsel, and our auction team regarding updates to the documents included in the diligence package (PSA, preliminary title reports, disclosures, etc).
• Preparing and sending contracts and associated forms to buyers and sellers for electronic signatures.
• Act as the Concierge Auctions representative responsible for reviewing title commitments, title exception documents, and surveys in tandem with the real estate attorneys, brokers and agents.
• Preparing, interpreting, and communicating contract language for legal matters.
• Working hand-in-hand with the Project Director team on each transaction to ensure we are prepared for a successful closing.
• Working within Salesforce and Dropbox to keep records and manage files.
• Researching and analyzing law sources such as statutes, recorded judicial decisions, legal articles and legal codes with the goal of ensuring the diligence documents prepared, adhere to local laws and regulations while still aligning with our auction process.
• Communicating with our clients (sellers, agents, attorneys and closing agents) and internal team members to ensure all diligence information is on track to be received and approved on time for successful auction.

Settlement Coordination

• Liaise externally with parties (buyer, seller, real estate agents, attorneys, title and closing companies, etc) from contract execution to closing.
• Maintain timely and accurate reporting of all scheduled closings, including but not limited to accurate tracking of closing proceeds.
• Process, review and organize every closing file and document corresponding information in our CRM system.
• Submit invoices to the Closing Agent of proceeds due, and review Closing Statements to ensure accurate reflection.
• Order preliminary title reports for potential auction properties and updated, final title reports for auctions underway.
• Track incoming and outgoing bidder deposits with the escrow agent.
• Receive and respond to customers’ inquiries in a prompt and professional manner.
• Resolve issues that may arise resulting from closing or day-to-day operations.

Requirements

• Associate's degree (AA) from an accredited college or university required, Bachelor’s preferred

• Five or more years of experience in the following areas:
• RE Contracts
• Transaction Coordination
• RE Paralegal
• Escrow Officer/Assistant
• Technically Savvy (Salesforce, Google Suite, Adobe Acrobat and Microsoft Office experience a plus)
• Excellent verbal and written communication
• Composed under pressure
• Proactive problem solver
• Great people skills and professionalism in person, on the phone and through email
• Ability to prioritize responsibilities and requests
• Must be quality conscious, detail-oriented, organized and self-motivated
• Ability to work under pressure, anticipate problems and resolve effectively
• Ability to excel in high-stress, fast-paced environments
• Strong listening and interpersonal skills
• Strategic thinker

MUST BE PASSIONATE ABOUT:

• Concierge Auctions’ Core Values (Cutting Edge, Composed, Committed, Agent Friendly, Radically Transparent, and Making History)—both by exhibiting these behaviors and reinforcing them in our hiring and performance management process
• Meeting deadlines and exceeding expectations
• Managing details and consistent follow-up
• Working with a team for a common goal
• Constant learning about the real estate industry and marketing trends
• Working with idea people who love pushing the envelope without having them push your buttons
• Accuracy and thoroughness
• Persistence to overcome obstacles
• Prioritizing and planning work activities; using time efficiently
• Being effective working independently and in team situations
• Exhibiting sound and accurate judgment; supporting and explaining reasoning for decisions; Understanding business implications of decisions and working within approved budgets

Benefits

• Frequent interaction with the company principals
• Open PTO plan
• Collaborative and energetic work environment with other motivated, career-driven professionals
• Competitive salary
• Medical, Dental, and Vision benefits
• Employment development opportunities
• Work-from-anywhere location