What Is a Transaction Coordinator in Real Estate?

A transaction coordinator (TC) is the person who runs the paperwork side of a real estate deal once it goes under contract. Agents negotiate and advise; the TC makes sure everything that was agreed to actually happens, on time, in writing, and in compliance.

What a transaction coordinator does

Once a contract is executed, the TC takes over the file. A typical checklist includes:

• Opening escrow and ordering title within 24 hours
• Sending the executed contract to the lender, title company, and brokerage
• Tracking every deadline: option period, inspection, appraisal, financing, closing
• Coordinating inspections, appraisals, and repairs between all parties
• Collecting signatures on addenda, amendments, and disclosures
• Keeping the file broker-compliant and audit-ready
• Scheduling the closing and confirming the final numbers

In short, a real estate transaction coordinator is the project manager for your deal.

Why agents hire one

The average transaction involves dozens of tasks and roughly a dozen parties: buyer, seller, both agents, lender, title, inspector, appraiser, HOA, and more. Every one of those follow-ups is a chance for a deal to stall or fall apart, and every hour you spend chasing them is an hour you are not prospecting or showing.

Agents who use a TC typically get back 10 to 15 hours per transaction. More importantly, deadlines stop being a source of anxiety, because someone owns them.

In-house, virtual, or per-file service?

There are three common models:

• Per-file TC services charge a flat fee per closing, usually a few hundred dollars. Good for low volume, but you are one of many files and quality varies.
• In-house TCs are employees. Great control, but a full-time salary is hard to justify under about 15 deals a month.
• Virtual transaction coordinators work remotely as dedicated assistants. You get consistency and someone who learns your business, at a fraction of an in-house salary.

When to hire a transaction coordinator

If you are closing more than two or three deals a month, or if paperwork is the reason you did not prospect this week, it is time. The agents who grow fastest are the ones who stop doing fifteen-dollar-an-hour work.

At RealtorTasks, transaction coordination is one of the core things our assistants handle, alongside title management and client communication. If you want to talk through what handing off your files would look like, book a free consult at [realtortasks.com](https://realtortasks.com/consult).