Real Estate Contract Coordinator

About Baird & Warner Real Estate

Behind every great company is a culture created by the professionals who work there. It’s what has earned Baird & Warner a Top Workplace designation from the Chicago Tribune ten times. Throughout our rich history, we’ve stayed true to the belief that when you give people the support they need, amazing things happen. That’s why we empower you to be independent, grow in your career, do the right thing by your colleagues and your community, and have a true work/life balance. We truly care about making our team feel part of something bigger by sharing a single purpose — making it easier for homebuyers and sellers to realize their real estate dreams.

Job Summary

The Contract Coordinator plays a critical role in ensuring financial accuracy, consistency, and integrity across the business. This position works closely with agents, managers, vendors, and internal accounting teams to ensure documentation is submitted in good order, communicates closely with agents and branches, and supports the timely and accurate payment of commissions.

This role requires deep knowledge of real estate transactions and the ability to learn and apply the unique policies, commission structures, and procedures of all 26 Baird & Warner offices. 

This position requires 3x/week in-person working at our Chicago Loop office.  

Location: Chicago Location - Hybrid Schedule (3 days in office)

Hours: Monday - Friday 8:30 a.m. - 5 p.m.

Essential Duties & Responsibilities

Essential duties include but are not limited to the following:

• Ensure proper documentation and verify compliance requirements for new sales, leases and referral transactions.
• Communicate and coordinate with agents, clients, attorneys, and title companies when needed to resolve issues or secure required information.
• Accurately enter and maintain relevant data including commission structures, business partners, closing details, and agent specific details in internal systems.
• Collaborate with internal teams to ensure smooth file flow, timely approvals, and accurate record-keeping.
• Maintain and update cooperating broker and vendor records.
• Work directly with agents, branch administrators, managers, and vendors to resolve commission questions, discrepancies, and complex scenarios.
• Provide professional guidance and support to branch office administrators and sales associates regarding commission policies, procedures, and transaction issues.
• Learn and apply the unique commission structures, policies, and operational procedures of all 26 offices.
• Identify trends, errors, or inconsistencies in reporting or processing and recommend improvements.
• Assist with audits, month-end close activities, and special financial projects as needed.
• General office duties including customer service requests, phones, and projects.

Review, validate, and process modification requests

Requirements

• Strong computer skills including Google Suite & Gmail. Zendesk and Profit Power experience preferred.
• Excellent math and analytical aptitude with strong attention to detail.
• Highly organized and able to manage multiple priorities in a fast-paced environment.
• Strong data entry and reconciliation experience.
• Excellent written, verbal, and customer service skills.
• Professional, solutions-oriented communication style when working with agents, managers, and vendors.
• Ability to learn and retain complex commission structures and office-specific policies.
• Team-player attitude with a strong sense of accountability and ownership.
• Detail-oriented with strong follow-through.
• High School Diploma or equivalent required; associate’s or bachelor’s degree in accounting, finance, or business a plus.
  

Benefits

• Medical
• Dental
• Vision
• 401k
• PTO
• VTO

Salary Range:

$45,000-$52,000