What Does a Real Estate Transaction Coordinator Do? Duties, Checklist and When to Hire

A real estate transaction coordinator, often called a TC, manages the paperwork, deadlines and communication between an accepted offer and closing, so the agent can spend more time with clients and new business. A TC opens the file, tracks every contingency date, collects documents and signatures, keeps the file in line with the brokerage's compliance checklist and updates everyone involved as the deal moves.

This guide lists TC duties stage by stage, gives a checklist you can adapt, explains what a TC does not do, and covers the signs it is time to hire one.

What a Transaction Coordinator Does, in Short

Think of the TC as the project manager of a sale. The agent negotiates and advises; the TC makes sure everything agreed in the contract actually happens on time and is documented. A single agent closing a handful of deals a year can manage this alone. An agent or team with several files open at once usually finds that deadlines, document requests and status calls start to crowd out client work.

Most TCs work from contract to close. Some also handle listing coordination, covered further down.

Duties by Stage of the Transaction

Opening the file

• Receive the executed purchase agreement and check that every page is signed and initialed.
• Build a timeline of every contract deadline: earnest money, inspection, appraisal, financing, title review and closing.
• Open the file in the brokerage's transaction management system and send an introduction email to the client, the other agent, the lender, and the title or escrow company.
• Confirm that the earnest money deposit was delivered and get the receipt.

Inspection and due diligence

• Help schedule inspections and give access instructions as the agent directs.
• Track the inspection and objection deadlines and remind the agent ahead of each one.
• Prepare amendment or repair request forms from the agent's instructions for the agent to review and send.
• Collect disclosures, HOA documents and any reports the contract requires.

Financing and appraisal

• Check in with the lender on loan status and conditions at agreed points.
• Track the appraisal order and the appraisal and financing contingency dates.
• Let the agent know immediately if a condition or date is at risk, so the agent can advise the client.

Title and closing preparation

• Send the title or escrow company everything it needs, and follow up on outstanding items.
• Coordinate the final walk-through and closing time with all parties.
• Confirm that utilities transfer and closing instructions have been sent to the client.
• Review the settlement statement for obvious discrepancies and flag them to the agent.

After closing

• Collect the final signed documents and upload them to the brokerage file.
• Complete the brokerage's compliance checklist so the file can be approved and commission released.
• Send closing gifts, review requests or follow-up reminders if the agent uses them.

A Transaction Coordinator Checklist You Can Adapt

Every brokerage and state differs, so treat this as a starting list and add your own forms.

1. Executed contract received, signed and initialed on every page.
2. Deadline calendar built and shared with the agent.
3. Introduction email sent to all parties.
4. Earnest money receipt filed.
5. Required disclosures sent, signed and filed.
6. Inspection scheduled; objection deadline tracked.
7. Repair request or amendment drafted for agent review, if needed.
8. HOA documents ordered and delivered, if applicable.
9. Appraisal ordered and received; contingency date tracked.
10. Loan conditions cleared; financing contingency date tracked.
11. Title commitment received and reviewed by the agent.
12. Final walk-through scheduled.
13. Closing time, location or remote signing confirmed with all parties.
14. Settlement statement checked and approved by the agent.
15. Final documents uploaded; brokerage compliance file completed.

What a Transaction Coordinator Does Not Do

A TC supports the licensed agent; they do not replace them. In general, a TC does not negotiate terms, advise a client on what to do, interpret contract language, or present offers on the agent's behalf. These are licensed activities.

State rules differ on what unlicensed assistants may do, and some TCs hold a real estate license themselves. If you are unsure, check with your managing broker and your state's real estate regulator; the Association of Real Estate License Law Officials lists regulators by jurisdiction. This is general information, not legal advice.

The Communication a TC Handles

Much of a coordinator's value is in keeping people informed so the agent's phone rings less. A typical communication plan, set with the agent at the start, looks like this.

• Clients: a short written update at each milestone, such as inspection complete, appraisal received and loan cleared, plus a reminder of what the client needs to do next.
• The other agent: confirmation when each document or deadline is met, and early notice when something is outstanding.
• Lender and title or escrow: regular check-ins on open conditions and the documents each one still needs.
• Your own agent: a daily or weekly file summary showing every open deal, the next deadline and anything at risk.

Clients notice this. Regular, predictable updates reduce anxious calls and leave a better impression at closing.

Problems a Good TC Catches Early

Most transaction problems start small. A coordinator who reads every document and watches every date can raise them while there is still time to act.

• A signature or initial missing from an addendum.
• A contingency date that falls on a weekend or holiday and needs confirming.
• A lender condition that the client has not seen.
• A name spelled differently on the contract and the title commitment.
• An HOA document that has not arrived ahead of the review deadline.

In each case the TC flags the issue and the agent decides what to do.

Transaction Coordinator vs Listing Coordinator

A listing coordinator handles the work before a property goes under contract: gathering seller documents, scheduling photography, preparing the MLS entry for the agent's approval and managing showing requests. A transaction coordinator takes over once there is an accepted offer. Smaller teams often combine the two roles in one person. Larger teams split them so each person focuses on one stage. For broader admin work around a real estate business, see our real estate virtual assistant role.

Tools a Transaction Coordinator Works In

A TC spends the day in the agent's or brokerage's systems. Typical tools include a transaction management platform for files and compliance, an e-signature tool, the team's CRM, a shared calendar and email. The TC should work inside your accounts with access you control, so the file history stays with your brokerage.

In-House, Freelance or Outsourced

There are three common ways to staff the role.

• In-house employee. Sits on your team, learns your exact preferences and is available for other office work. You carry recruiting, payroll and management.
• Freelance TC. Often paid per file. Flexible for lower volume, though the person may serve several agents and work in their own systems.
• Outsourced dedicated TC. A provider recruits, employs and manages a coordinator who works only on your files, in your tools and during your hours.

The right choice depends on your volume, how standard your process is and how much management time you want to spend.

When to Hire a Transaction Coordinator

These signs usually mean the paperwork has outgrown the agent.

• You have missed, or nearly missed, a contract deadline.
• Your evenings go to chasing documents instead of following up with clients.
• Compliance files sit incomplete after closing, delaying approval.
• You hesitate to take on more listings or buyers because of the admin.
• Clients ask for updates more often than you can give them.
• You are adding a buyer's agent to your team and the file load is about to grow.

If two or more of these sound familiar, a TC is worth considering.

How to Hand Off Your First Files

1. Write down your process: the forms you use, the order you send them in, and who you copy on emails.
2. Share templates for the introduction email and status updates.
3. Give access to your transaction management system, CRM and calendar with the right permissions.
4. Start with new files rather than moving deals already in progress.
5. Agree how the TC flags a risk to you, such as a same-day call for anything that affects a contract date.
6. Review the first files together and adjust the checklist.

How eleVAte Provides Transaction Coordinators

eleVAte BPO places dedicated transaction coordinators who work for one client, inside that client's own transaction management system and CRM, during the client's business hours. Licensed advice, negotiations and final approvals remain with your real estate professionals. Our team in Dumaguete City, Philippines, has been building dedicated teams since 2015, with team leaders supporting each coordinator. Learn more on our transaction coordinator page, or tell us about your file volume.

Frequently Asked Questions

What is the main job of a real estate transaction coordinator?

To manage the deadlines, documents and communication between an accepted offer and closing, so every contract date is met and the brokerage file is complete.

Does a transaction coordinator need a real estate license?

It depends on the state and on the tasks. Many TCs work unlicensed and stay within administrative duties, while some states or brokerages expect a license for certain tasks. Check with your managing broker and your state regulator.

Can a transaction coordinator work remotely?

Yes. Most TC work happens in transaction management software, e-signature tools, email and phone, so a remote coordinator can handle it inside your systems.

How many files can one transaction coordinator handle?

It varies with the type of deals, the state, the systems and how much client communication the TC owns. Agree a working file count with your coordinator, track it, and adjust as you learn how your files run.

What is the difference between a transaction coordinator and an escrow officer?

An escrow or title officer works for the escrow or title company and handles funds, title and closing documents. A TC works for the agent or brokerage and coordinates all the parties, including escrow.

Sources

• Association of Real Estate License Law Officials (ARELLO)

About eleVAte BPO. eleVAte began in 2015 with two virtual assistants in Dumaguete City, Philippines, and is still run by its founders. Co-Founder and CEO Claire De La Pena spent almost two decades as an executive virtual assistant before building the company, which is now a 50 seat operation providing dedicated support, sales and back office teams. Meet the leadership team.

Last reviewed October 2026. This guide is general information and not legal, tax or financial advice.