Prominent Properties Sotheby S International R

Overview:

As a Settlement Processor at Prominent Properties Sotheby’s International Realty, you will provide critical backend transaction support to our sales associates, clients, and management team. You will oversee the accurate coordination, documentation, and completion of real estate settlements, ensuring seamless communication between agents, clients, attorneys, and title companies while maintaining strict adherence to company policies and regulatory compliance.

Key Responsibilities

The core duties of this position include, but are not limited to, the following functional areas:

1. Transaction Coordination & Document Management
   • Oversee day-to-day transaction processing and brokerage documentation, ensuring total accuracy, confidentiality, and organization.
   • Load and manage all listing and transaction data into company software environments, specifically the ZipForm programs and ProminentPro platforms or the most current transaction management software.
   • Ensure all accounting-required compliance documents are accurately maintained, uploaded, and properly stored within the designated locations.
   • Prepare hard files for each real estate transaction containing all necessary copies and original documents to be securely presented at settlement.                                        
2. Settlement Processing & Closing Logistics
   • Proactively order critical closing elements including Title, Surveys, Deeds, Mortgage Payoffs, and Association Resale Packages.
   • Conduct rigorous reviews of incoming title documentation and immediately notify the respective sales agent of any potential title clouds, issues, or defects.
   • Coordinate municipality requirements by submitting Certificate of Occupancy (CO) applications to clients and obtaining necessary lien releases.
   • Schedule settlement times with title companies and distribute formal settlement notices to all related transaction parties.
   • Prepare contractual addendums as requested or required by sales associates to support ongoing deal adjustments.
   • Maintain active transaction dates on the office calendar to efficiently keep track of scheduled settlement milestones.                                                                                    
3. Financial Support & Accounting Liaison
   • Accurately prepare and format official Commission Statements for real estate transactions.
   • Transmit completed Commission Statements and calculated transaction charges to the title company alongside a formal Request for Preliminary HUD.
   • Audit and review preliminary HUD/Closing Disclosures and pass them to agents for timely validation.
   • Generate and submit formal check requests to the Accounting Department immediately upon verification of funded closings.
   • Prepare comprehensive end-of-month Settlement reports for Branch Managers to monitor production metrics.

Expectations

• Contribute to a highly progressive work environment emphasizing collegiality, prompt communication, and operational results.
• Manage property transaction data securely within company ecosystems, ensuring compliance with corporate policies and New Jersey real estate regulatory mandates.
• Consistently conduct all business activities in a manner that reinforces the high professionalism, reputation, and luxury service standards of Prominent Properties Sotheby's International Realty.

Qualifications & Skills

• Prior experience in the real estate industry, title processing, or transaction coordination preferred.
• Exceptional organizational, time management, and multitasking skills with strong attention to minute detail.
• Proficiency with real estate technologies and associated data systems.
• Demonstrated ability to review closing disclosures, verify financial data, and manage records.
• Strong interpersonal and relationship-building skills with a high level of empathy, patience, and professional responsibility.
• Excellent verbal and written communication skills to liaise effectively with agents, clients, attorneys, title companies, and accounting personnel.
• Proficiency in modern digital productivity tools
• Ability to maintain absolute confidentiality and exercise sound judgment when handling sensitive financial and transactional data.

About the company: 

Over the last 30 years, Prominent Properties Sotheby’s International Realty has distinguished themselves as a premier real estate brokerage dedicated to serving the residents of Northern and Central New Jersey. Marketing luxury real estate at the highest level, our company is privately-owned, and proud to offer 18 locations, with over 750 dedicated Sales Associates. Our sales reflect the continued growth of our company with 3000 transactions and over $3 Billion in revenue. Our mission is to offer unparalleled service to ensure that all clients’ real estate goals are realized. Sotheby's International Realty was founded in 1976 to provide independent brokerages with a powerful marketing and referral program for luxury listings. The Sotheby's International Realty network currently has nearly 26,000 affiliated independent sales associates located in more than 1,100 offices in 86 countries and territories worldwide. Sotheby's International Realty placements are marketed on the sothebysrealty.com global website. In addition to the referral opportunities and widened exposure generated from this source, each brokerage’s clients benefit from an association with the Sotheby's auction house and worldwide marketing programs.