Head of Transaction Support and Admin

Responsibilities

Transaction Support, Coordination & Documentation Oversight

• Oversee and coordinate all administrative support for residential real-estate transactions, ensuring smooth, accurate, and timely workflow execution.
• Manage and review transaction files across multiple jurisdictions, ensuring all administrative steps, notices, and documentation are handled accurately.
• Proactively coordinate with title companies, lenders, escrow officers, and third-party service providers to maintain seamless transaction progress.
• Conduct administrative review of documents for execution accuracy and completeness prior to closing.
• Perform quality-assurance checks on all third-party prepared materials, including title packages, closing statements, HOA/AOAO certificates, lender documents, and other external deliverables.
• Ensure meticulous organization, documentation, and filing of all transaction-related communications and materials.
• Draft standardized transactional notices and correspondence; amend administrative terms in contracts as needed under guidance from the CLO.
• Support internal legal workflows without directing or practicing legal judgment.

Administrative Operations, SOP Development & Team Leadership

• Manage, train, and supervise administrative assistants, transaction coordinators, and support specialists as Cedar scales.
• Assess ongoing staffing needs, forecast administrative workload, and recommend appropriate staffing levels for local, remote, and offshore administrative teams.
• Lead recruitment, interviewing, hiring, and onboarding of administrative staff, including domestic and offshore personnel for administrative and transaction management purposes.
• Delegate tasks effectively to maintain continuous workflow and prevent bottlenecks.
• Coordinate staffing, workload distribution, and daily prioritization across transaction support, finance/collections support, and asset management support.
• Assist leadership in designing and implementing Standard Operating Procedures (SOPs) for transaction support, administrative operations, and document workflows.
• Establish and maintain quality assurance and consistency standards for all administrative outputs.
• Maintain audit-ready administrative systems for tracking notices, correspondence, transaction steps, and document retention.
• Oversee performance management for all administrative staff, including evaluations, coaching, training, and corrective action when needed.

Default Notices & Administrative Compliance Support

• Oversee administrative preparation, issuance, and internal tracking of default notices related to residential leaseholds and internal agreements.
• Coordinate with internal teams to ensure notices are accurate, timely, and properly documented.
• Maintain Cedar’s internal library of administrative notice procedures and ensure team adherence.
• Support the CLO and CCO operationally in evolving administrative and compliance needs.

Systems, Technology Integrations, Automation & Dashboards

• Collaborate with engineering, platform, and product teams to integrate administrative and transaction-support workflows into Cedar’s internal systems.
• Assist in deploying automation tools to streamline administrative processes such as document generation, notice sequences, workflow triggers, and data entry.
• Assist in developing and maintain operational dashboards tracking transaction progress, notice timelines, administrative workload, and bottlenecks.
• Provide structured operational feedback to inform system improvements, product features, and workflow automations.
• Test software enhancements, new system tools, and integrations to ensure operational readiness prior to deployment.

Cross-Functional Coordination & Process Optimization

• Work closely with the CLO on document workflows, contract administration, and process adherence.
• Partner with the CCO to scale administrative operations and align staffing plans with national growth.
• Coordinate with Underwriting, Transaction Management, and Platform teams to ensure smooth administrative handoffs and documentation flow.
• Identify administrative bottlenecks, inefficiencies, or workload imbalances; recommend staffing adjustments or workflow changes as needed.
• Develop and track KPIs for administrative throughput, accuracy, productivity, and process health.

Property Documentation Review & Administrative Risk Identification

• Interpret HOA, AOAO, and CC&R documents to identify administrative obligations, restrictions, and follow-up tasks.
• Review inspection reports, disclosures, and related materials to identify administrative issues, missing documentation, or required follow-ups.
• Support property readiness by ensuring administrative components of each transaction are complete, accurate, and aligned with underwriting and asset management processes.

Qualifications

• Minimum 6 years of real estate experience.
• Highly organized, autonomous operator who thrives without constant supervision.
• Natural manager capable of leading administrative assistants, transaction coordinators, and future team members.
• Comfortable managing multiple transactions simultaneously across jurisdictions.
• Process-oriented, motivated to create order and structure, enjoy building and scaling SOPs.
• Strong consumer-facing written and verbal communication skills.