What Does a Transaction Coordinator Do?
You just got an offer accepted. Now there's a contract to send to title, a lender to loop in, inspection dates to track, and a client texting to ask what happens next. Somewhere in there, you were supposed to be at a listing appointment.
That stretch between "accepted" and "closed" is exactly where a transaction coordinator comes in. So, what does a transaction coordinator do? Here's the plain-language answer.
Quick takeaways
A transaction coordinator manages the paperwork, dates, and communication from accepted offer to closing.
Negotiating and advising your clients stay with you.
A clean, well-run file helps title, lenders, and your clients, not just your inbox.
What a transaction coordinator handles
Once a contract is signed, a deal turns into a long list of dates, documents, and people. A TC keeps that list moving. On a typical contract-to-close file, that includes:
Tracking deadlines. Every date in the contract gets logged and watched, so nothing sneaks up on you or your client.
Communicating with everyone. Title, escrow, lenders, the other agent, and your clients all get updates.
Distributing documents. Signed paperwork gets to the right people, in the right place, without you hunting through your inbox.
Keeping the file compliant. Your brokerage has standards for what a complete file looks like. A TC builds the file to meet them as the deal moves, not in a scramble at the end.
Handling commission paperwork. The details that get you paid are prepared and sent so closing day goes smoothly.
Many TCs, including us, also help on the listing side. That means getting the paperwork in order from the signed listing agreement until the home is live, so your listing starts clean.
What stays with you
A TC supports your business. It doesn't replace your expertise. Negotiating, advising your clients, and the other parts of the job that call for your license stay in your hands.
Exactly which tasks count as licensed work depends on your state and your brokerage. If you're not sure where the line falls, your broker is the right person to ask. A good TC will respect that line every time.
Why it matters beyond your inbox
It's easy to think of a TC as a time-saver, and it is. But the bigger difference often shows up for everyone else on the deal.
Title and lenders get documents they can work with the first time. Your clients get steady updates instead of wondering what's happening. And when a question comes up, someone already knows where the file stands.
They're your clients, and they should feel taken care of from contract to close, even on the days you're out writing your next offer.
What working with a TC looks like with us
At Collective Closings & Co., we work inside the platforms you already use, including SkySlope, Dotloop, DocuSign, and others depending on your market. You and your clients get a 24/7 portal to check where things stand any time, day or night.
We also include complimentary utility setup for buyers through Move In Ready. It's a small touch, but it's one less thing for your buyers to sort out during a busy move.
Our contract-to-close fee is due only at a successful closing. If the deal doesn't close, there's no charge.
Frequently asked questions
What does a transaction coordinator do for a real estate agent?
A transaction coordinator manages the paperwork and moving parts of a deal from accepted offer to closing. That includes tracking deadlines, communicating with all parties, distributing documents, keeping the file compliant, and preparing commission paperwork.
Does a transaction coordinator replace my role on the deal?
No. Negotiating, advising your clients, and any work that calls for a license stay with you. Which tasks count as licensed work varies by state and brokerage, so your broker is the best person to confirm.
When do I pay for transaction coordination with Collective Closings & Co.?
Our contract-to-close fee is due only at a successful closing, with no charge if the deal doesn't close. Listing coordination is paid up front.
You sell the homes. We handle the paperwork.
If you've been doing your own paperwork and wondering what it would be like to hand it off, that's exactly the question we love to answer. See our services and pricing, and find out how a transaction coordinator can support your next closing.
