Transaction Coordinator in the Philippines

The Contract-to-Close Checklist Your Coordinator Runs

Every file follows the same spine, even when the contract terms change. Your coordinator builds the checklist below from your state forms and your brokerage compliance list, then works it for each file from the day the contract is accepted until the file is archived.

The dates come from the executed contract. The coordinator does not set deadlines or interpret terms; they track the ones your agent and the contract already define.

• Contract received: Executed contract, addenda and counter offers saved to the file, key dates entered into the timeline, and a summary sent to the agent to confirm.
• Earnest money: Receipt confirmation requested from the title or escrow company and logged. The coordinator tracks the deposit; the funds are handled by escrow.
• Disclosures: Seller disclosures, lead-based paint forms where they apply, and any HOA documents requested, sent for signature and checked for missing initials or dates.
• Inspections: Inspection appointments coordinated with the buyer agent and inspector, the objection or response deadline flagged ahead of time, and repair addenda tracked to signature.
• Appraisal and financing: Appraisal order status checked with the lender, the loan contingency date watched, and any appraisal or underwriting conditions passed to the agent.
• Title and HOA: Title commitment requested, payoff and HOA resale documents followed up, and open items reported to the agent so they can resolve them with their client.
• Closing: Closing date and time confirmed with all parties, final walkthrough scheduled, utility transfer reminders sent and the settlement statement routed to the agent for review.
• Post-closing: Signed closing documents collected, the file checked against the brokerage compliance list, commission paperwork routed for approval and the file archived.

For a longer walk through each stage, read what a transaction coordinator does.

Transaction Coordinator vs Real Estate Assistant

Both roles support agents, and many teams eventually use both. The difference is where the work starts and ends: a transaction coordinator owns the file after a contract is signed, while a real estate assistant supports the business that produces the contracts.

If most of your hours go into leads and listings rather than open files, start with a real estate virtual assistant and add a coordinator as volume grows.

How Each File Moves From Agent to Coordinator to Title

The coordinator sits between your agent and everyone else on the transaction. These are the handoffs agreed during setup, so each party knows who sends what and who gets copied.

1. Agent opens the file. The agent uploads the executed contract to your transaction platform and notifies the coordinator with any notes on the deal.
2. Coordinator builds the timeline. Key dates are entered, the checklist is attached and a timeline summary goes back to the agent to confirm before anything is sent out.
3. Introductions go out. Using your approved templates, the coordinator introduces themselves to the lender, title or escrow, and the other side, and states what they will send and request.
4. Documents are chased and logged. Every request, reply and upload is logged in the file, so the agent can see status without asking.
5. Agent gets a status update. A short update on each open file goes to the agent on the schedule you set, with anything that needs a decision listed first.
6. Pre-closing check. Before closing, the coordinator compares the file against the checklist and the compliance list and sends the agent a list of anything still open.
7. File is closed out. After closing, signed documents are filed, compliance items are completed and the file is marked ready for broker review.

Decisions stay with your licensed agent at every step. When a party asks a question about terms, price or contingencies, the coordinator routes it to the agent rather than answering.

What Your Coordinator Needs to Start

Setup is mostly about access and templates. The more of this exists on paper, the less your agents need to explain on each file.

• Platform access: A user seat in the transaction platform and shared storage your brokerage already uses, with permissions you choose.
• Your checklists: State form list, brokerage compliance checklist and any lender or title preferences your team follows.
• Email templates: Introduction, document request and closing confirmation emails in your team's voice, or approval to draft them for your review.
• Contact list: Preferred lenders, title and escrow officers, inspectors and the people on your team who approve each type of request.
• Escalation rules: Which issues go to the agent, which go to the broker, and how the coordinator should flag something that cannot wait.