What Does a Transaction Coordinator Really Do? 100+ Tasks You Didn’t Know
Whether you’re a seasoned agent or just getting started in real estate, you’ve likely heard of a Transaction Coordinator (TC). But many don’t realize the full extent of what a great TC does behind the scenes. This article reveals over 100 individual steps a TC might handle — seamlessly integrated into your transaction from contract to close.
Meet the Team Behind the Details
Meet Carolina Walteros, our Lead Transaction Coordinator. Carolina is known for her meticulous attention to detail and strong communication. From the moment a contract is executed, she steps in to manage timelines, verify compliance, and make sure no element is missed along the way.
Working alongside her is Yohan Cairo, our dedicated Assistant Coordinator. Yohan supports every step by scheduling walkthroughs, confirming appointments, and organizing digital documentation to ensure smooth collaboration across all parties.
The First Phase: Setup & Strategy
Before the first inspection is scheduled, the TC is already working. She opens the file, builds the checklist, confirms commission splits, and ensures all signatures are complete. On the seller side, she also checks that disclosures are filled out properly and verifies that estoppel letters, lien searches, and mortgage payoffs are ordered on time. On the buyer side, she follows up with the buyer for earnest money, sends the contract to title and lender, and provides an exact timeline for inspections and financing.
Coordination Across All Parties
A TC introduces herself to the title company, escrow officer, lender, and agents involved. She sends out an overview of critical dates, calendar invites if requested, and verifies that everyone understands their role in the timeline. She reminds the buyer to complete inspections, collects and files the report, and tracks any repair requests. Simultaneously, she communicates with the seller’s agent to negotiate repairs and confirm their availability for walkthroughs and closing.
Appraisal & Financing Milestones
Appraisals and lending are time-sensitive. The TC confirms that the lender has ordered the appraisal, monitors the delivery of the report, and keeps the agent in the loop on any valuation issues. She also tracks the buyer’s loan approval status, sends reminders to sign disclosures, and ensures the Closing Disclosure (CD) is received within the three-day window.
Preparation for Closing
As closing approaches, the TC coordinates final walkthroughs, confirms that title has clear instructions, and ensures all documents are ready for signing. On the seller side, this includes verifying that all documents have been executed and scheduling a signing appointment with the notary or title office. On the buyer side, she confirms the loan has funded and works with the lender to track wire transfers.
After Closing: The Final Touch
Once the deal has closed, a great TC doesn’t disappear. She uploads all documents, sends a thank you note to the client on behalf of the agent, and ensures all commission details are settled. She follows up with the seller for any missing paperwork, and provides the buyer with a final closing package. Everything is documented, filed, and compliant.
Take the Next Step
Whether you’re closing one deal a month or juggling multiple transactions, the role of a Transaction Coordinator can’t be overstated. We’re not assistants — we’re operational partners dedicated to getting your deals to the finish line cleanly and professionally.
At My Transaction Coordinator Masters, our goal is to give you peace of mind while keeping your clients happy and your brokerage compliant. Let us handle the details so you can stay focused on what you do best: selling real estate.
Contact us today to learn more or schedule a discovery call.
My Transaction Coordinator Masters – Master Coordination for Florida Real Estate Agents