Transaction Coordinator

Manage real estate transactions end to end. Keep documents, dates, and stakeholders aligned through closing.

What Transaction Coordinators Can Help With

Key Responsibility Summary

Runs real estate transactions end to end, keeps documents, dates, and stakeholders aligned through closing.

Who This Is For

Deadlines slip, document chase begins late
Stakeholders get mixed messages, status is unclear
Post-closing follow-up is inconsistent

Transaction Management

Open escrow, build checklists and timelines, review contracts and addenda, track disclosures, confirm funds, manage contingencies, and archive complete files.

Documentation & Compliance

Coordinate with title, inspections, and appraisals. Resolve issues, send offers, distribute paperwork, and follow all state-specific requirements and regulations.

Scheduling & Coordination

Set closing appointments and walkthroughs. Manage agent calendar and inbox. Coordinate vendors, stagers, inspectors, and professional photography.

Client & Agent Support

Update status, send correspondence, manage inboxes, oversee post-closing follow-up, collect testimonials, and maintain referral databases.

Marketing & Promotion

Support listing prep and client appreciation events. Coordinate marketing campaigns, update agent websites, and assist with social content or open house materials.

Process & Administration

Track KPIs, implement improvements to reduce delays, help onboard new agents or assistants, and document evolving team processes.

Featured Support Snapshot

Sample Weekly Rhythm

Intake: Confirm contract terms, timelines, and key dates

Track: Update checklist, send reminders, resolve issues

Report: Share deal status, risks, and upcoming milestones

Sample KPIs

On-time document completion — 98%

Missed milestone escalations within one business day — 100%

Post-closing follow-ups completed within two business days — 100%

Files audit-ready — zero missing items

Common Tools

Transaction platform (SkySlope, Dotloop, etc.), e-signature tools, Google Drive, agent CRM, email, and calendar.

30 / 60 / 90 Day Plan

30 Days — Templates & Checklists in Place

Standard workflows and templates are built. Transaction platform is clean and organized. Communication rhythms are established.

60 Days — Cycle Time Reduced

Deals are moving faster with fewer surprises. Milestones are proactively managed and last-minute scrambles are reduced.

90 Days — Client Experience Consistent

Post-close follow-up is routine. Stakeholders stay informed. Clean handoffs and systematized steps create a consistent experience across deals.

Transaction Coordinator Overview

A Transaction Coordinator Virtual Assistant runs your deals from contract to close—without chasing papers or dates. From checklists and contracts to client updates and follow-up, they ensure every transaction moves smoothly.

Escrow, Title, Inspection & Closing Coordination

Disclosures, Contracts, Signatures & Compliance

Client Support, Listing Prep & Post-Close Touchpoints

With a TC VA in place, your time can shift from file wrangling to relationship building and business growth.

Need help defining the right hire?

Strategies are custom-built for your business—role clarity, interviews, onboarding, and leadership rhythms. Direct-hire, no middleman. Typical VA rates range $4–$7/hr (varies by skill and experience).

Download my Virtual Assistant Role Guide and pinpoint where you need support to free your time and turn help into real leverage.