A transaction coordinator can save real estate agents 12.5 hours per transaction by handling paperwork, communication between parties, scheduling inspections and closings, and ensuring all documents are signed. This reduces stress for agents and provides services without the overhead of an employee. The coordinator's responsibilities include drafting and processing offers, amendments, and documents; facilitating inspections; and managing all steps until closing. Agents remain responsible for client advising, negotiating, and reviewing legal documents. Hiring a coordinator can help agents efficiently handle transactions and focus on core duties.

1. Virtual Time
Saver
Your Professional Contract
to Close And Transaction
Coordinator
Marle Sanders, REVA

2. Benefits of Hiring a
Transaction Coordinator (TC)
BIGGEST BENEFITS of using a Transaction
Coordinator
Time Savings! It’s estimated that the average
transaction coordinator spends about 12.5 hours
on a file. That’s 12.5 hours of work your TC will
save you. That means the ability to use your time
more efficiently on other transactions or simply
spend more time with your family.
Stress Reductions! The profession of a real estate
agent is listed as one of the 10 most stressful jobs.
When things get crazy and you’re putting out
fire after fire, it is important to know that your TC
is there to assist you.

3. Even More Benefits
 No Assistant Overhead
 No holiday pay
 No sick pay
 No health Insurance
 No paid Benefits of any kind
And I work even when you don’t

4. My Personal Priorities
 Confidentiality  Ethics> You will find that I am
 All client information is
kept confidential  Professional
 All Agent information is  Honest
kept confidential  Loyal
 Sign confidentiality form  Realistic
 Friendly
 Customer Service  Knowledgeable
 Always make sure the  Fair
customer is happy both  Trustworthy
client and agent  Dependable
 Hand hold and walk  Organized
client step by step
 Compassionate
through the buying or
selling transactions once  Open to ideas and suggestions
a contract is signed  A good listener

5. What a Transaction
Coordinator does for you
Making the offer
 Submitting an Offer
 Agent submits a contract request form to the TC
 Agent submits a buyer information form to the TC
 Your TC will
 draftthe contract, IBS, Third Party Financing and all other
required addenda (HOA, non-realty items, etc.)
 request a pre-qual letter from the clients lender
 send all paperwork to buyer for approval and signature
 Send signed contract and all other paperwork to LA and
monitor acceptance

6. What a Contract to Close
Coordinator does for you
When the offer is accepted
 Verify all signatures, initials and dates
 Execute the contract
 Coordinate pick up of earnest and option money from buyer
to Title Company
 Send the executed contract to Title, Lender, LA and you
 Introduce myself to each party and let them know I work on
behalf of you and to copy me on all correspondence
 Provide an Under Contract Contact list with all parties
information and important dates
 Ensure receipted contract is obtained from Title
 Request all required documentation from LA, i.e. Sellers
disclosure, survey, ECAD reports, LBP, etc.

7. Contract to Close cont.
 Schedule the inspection with preferred inspector
 Request CBS code, verify utilities are on, provide
inspector with MLS and home info
 Send inspection date/time to buyer and LA
 follow up for written report and send to Agent and
Buyer only
 Enter all events on Agent’s calendar
 End of Options
 End of Financing period
 Inspection date
 Walk Through / Final Walk Through
 Closing

8. Contract to Close cont.
 Assist with amendment writing and send to buyer
and seller for signatures
 Execute and send amendments to Title Company
and Lender, buyer and seller
 Follow up with LA on any repairs / receipts, if
required
 Provide the buyer with Insurance referrals and
ensure buyer obtains insurance
 Forward all Title work from Title Company to buyer
 Ensure all sellers disclosures, LBP and all other
documents requiring signature are all signed by
appropriate party and forwarded to
buyer, LA, Title and Lender and you as required

9. Contract to Close cont.
 Order survey if needed and Home Warranty
 File all contract documentation in a shared folder for
your access (Dropbox, Google-docs)
 Ensure all parties are ready to close and schedule
buyer’s closing at buyer’s time preference
 Request HUD-1 and Final HUD
 Furnish Agent DA to Title for funding
 Confirm disbursement was paid
 Send Buyers a congratulations email
 Send Lender, Title and LA Thank you emails

10. Agent Responsibilities
 Review Title work
 Review HUD 1
 Answer all questions TC is not licensed to answer
 Negotiate
 Advise
 Provides TC access to MLS, Dropbox, Docusign,
any software required to assist
 And most IMPORTANTLY
KEEP YOUR TC INFORMED

11. Listings
After the listing is acquired by Agent
 Your TC can:
 Upload your listing to the MLS, with pictures, virtual
tour, sellers disclosure, survey etc.
 Order flyers, postcards, pictures, virtual tour etc.
 Place signs, lockbox and flyers on property
 Add listing to Agent website, craigslist, or other website
 Collect all signed listing documents from seller
 Inform sellers of showing appointments
 Sit in on open houses
 Mass mailing of “Just Listed” postcards
 Update sellers as necessary per your request
 Update MLS as required

12. Listings
When an offer is received
 Forward new offer to Seller for review
 Initiate signatures and changes per your request
 Forward signed contract to buyer agent
 Wait for contract to be accepted and executed
 Request receipted contract from Title
 Introduce myself to each party and let them know I work
on behalf of you and to copy me on all correspondence
 Provide an Under Contract Contact list with all parties
information and important dates

13. Listings cont.
When an offer is received
 Enter all events on Agent’s calendar
 End of Options
 End of Financing period
 Inspection date
 Walk Through / Final Walk Through
 Closing
 Ensure receipted contract is obtained from Title
 Forward all required documents to buyer i.e.: Sellers
disclosure, survey, LBP, ECAD etc.
 Update MLS status
 Request Inspection details, proved CBS code and notify
sellers of dates
 Forward any amendments to sellers for review and
signature

14. Listings cont.
When an offer is received
 Prepare any amendments as needed
 Notify Sellers of any scheduled repair work or contractor
visits
 Forward any repair receipts or other required addenda to
Title
 Forward any Title work to sellers
 Receive all documents signed by both parties
 File all contract documentation in a shared folder for your
access
 Ensure all parties are ready to close and schedule seller’s
closing at seller’s time preference
 Request HUD-1 and Final HUD
 Furnish Agent DA to Title for funding
 Confirm disbursement was paid

15. Listings cont.
After the Closing
 Update and close MLS
 Remove Signs and lockboxes if required
 Send Sellers a congratulations email
 Send Title and Buyer agent Thank you emails

16. Agent Responsibilities
 Listing Presentations
 Provide Seller with Listing agreement
 Acquire the Listing
 Produce the CMA for Seller
 Produce the Net Sheet for Seller
 Advise
 Negotiate
 Provides TC access to
MLS, Dropbox, Docusign, any software required to
assist
 And most IMPORTANTLY
KEEP YOUR TC INFORMED