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The Ultimate Guide to Real Estate Transaction Coordinators

CEO Khai Intela
If you're a real estate agent, you know the importance of having a transaction coordinator on your team. But what exactly do they do and how can they benefit you? In this guide, we'll explore...

If you're a real estate agent, you know the importance of having a transaction coordinator on your team. But what exactly do they do and how can they benefit you? In this guide, we'll explore everything you need to know about real estate transaction coordinators. Whether you're new to the business or a seasoned professional, there's always more to learn. So let's dive in and discover the power of transaction coordination for your real estate business!

What Does A Transaction Coordinator Do?

A transaction coordinator is a vital asset in handling the intricate details of your real estate transactions. Their role is to ensure that all paperwork and processes related to the sale go smoothly and stay on track. This allows you to focus on finding great properties and providing exceptional service to your clients. A good transaction coordinator will:

  • Create checklists and schedules to keep your work organized
  • Reach out to all parties involved in the transaction, including title companies, mortgage lenders, and other agents
  • Coordinate the handling of earnest money from the buyer
  • Take care of paperwork and any required correspondence
  • Keep you informed about the progress of the transaction, allowing you to concentrate on other aspects of your real estate business.

A real estate transaction coordinator Caption: A real estate transaction coordinator in action

Why Is A Transaction Coordinator Important?

Hiring a real estate transaction coordinator, also known as a closing coordinator, can significantly simplify your life. They free up your time, allowing you to focus on what you do best - finding amazing properties and serving your clients. With a transaction coordinator handling paperwork and administrative tasks, you'll spend less time dealing with printers, scanners, and fax machines. Not only does this save you time, but it can also save you money in the long run.

What Should You Look For In A Transaction Coordinator?

Finding the right transaction coordinator for your team requires some research. Consider the following essential qualities:

  • Knowledge of real estate transactions and procedures: Ensure they have a solid understanding of the industry.
  • Excellent organizational skills: Look for someone who can keep things running smoothly and efficiently.
  • Friendly and professional demeanor: A transaction coordinator who is pleasant to work with will enhance your overall experience.
  • Passionate about customer service: Find someone who genuinely cares about providing exceptional service to your clients.
  • Clear communication: Effective communication is crucial in this role, so look for someone who can articulate themselves clearly.
  • Affordability: Consider the cost of their services and ensure it aligns with your budget.

A real estate transaction coordinator at work Caption: A real estate transaction coordinator managing the process

How Much Do Transaction Coordinators Cost?

The cost of hiring a transaction coordinator depends on a few factors. Are you looking for someone to work exclusively for you full-time, or will you contract them per transaction? Additionally, do you prefer an in-house coordinator or a virtual one?

For over 50 transactions per year, hiring a full-time, in-house transaction coordinator may be beneficial. The salary for a full-time coordinator typically ranges from $30,000 to $45,000 annually. On the other hand, if you have fewer transactions, hiring a per-transaction coordinator might be more cost-effective. On average, transaction coordinators charge between $250 and $450 per transaction.

When it comes to in-house versus remote coordinators, the fees may vary. In-house coordinators usually have a set salary, while the fees for per-transaction coordinators are negotiable and can range from $300 to $500, depending on the transaction's complexity. Virtual coordinators might cost less since they don't provide in-person services.

A real estate transaction coordinator managing the week Caption: A real estate transaction coordinator keeping track of the week

Licensed vs. Unlicensed Transaction Coordinator

You may wonder whether a transaction coordinator needs a real estate license. While it's not technically required, having an active license enables them to perform a broader range of tasks. Every state has different regulations, but generally, unlicensed coordinators have limitations. They can't show properties, provide advice or opinions of value, collect fees, negotiate terms, or prepare important documents. Having a licensed coordinator gives you more flexibility and expertise.

Tips To Find An Awesome Transaction Coordinator

Finding an outstanding transaction coordinator requires some effort. Here are a few tips to make your search easier:

  1. Focus on their experience: Look for coordinators with relevant experience in your area or market specialization.
  2. Ask fellow agents for recommendations: Consult other real estate agents for suggestions on trusted transaction coordinators.
  3. Request references: Ask potential coordinators for references from past clients or colleagues they've worked with.
  4. Clarify compensation: Inquire about their fees and any retainer requirements, particularly for virtual coordinators. Discuss what happens if a transaction falls through.
  5. Consider extra fees: Understand if you'll be responsible for additional costs, such as mileage or postage.
  6. Test their communication skills: Assign a small task during the pre-interview process to evaluate their ability to communicate effectively.

Two female business women working in an office setting Caption: Two female business women in an office setting working

Transaction Coordinator Criteria

Hiring a real estate transaction coordinator is similar to hiring any other professional. You want someone with the necessary experience, knowledge, and skills who also fits well within your company culture. To ensure you hire an awesome transaction coordinator, conduct extensive research before making a final decision. This will ensure a successful partnership that benefits your business and clients.

Frequently Asked Questions About Hiring a Transaction Coordinator

Q: Does a real estate transaction coordinator need a real estate license? A: Technically, a real estate transaction coordinator doesn't need a license. However, having one enables them to perform more tasks and provide greater value.

Q: When should I hire a transaction coordinator? A: It's best to hire a transaction coordinator early in your real estate career, allowing you to focus on high-impact tasks like lead generation and prospecting. If you run a real estate team or brokerage, a transaction coordinator can be a valuable asset for your agents.

Q: How often should I have my transaction coordinator update escrow? A: Expect your transaction coordinator to provide updates on your deals in escrow every 2-3 days.

Q: What makes a good transaction coordinator? A: A good transaction coordinator is detail-oriented, dependable, and an excellent communicator. Trust is crucial, so find someone with whom you can build a strong working relationship.

Q: What is a certified transaction coordinator? A: A certified transaction coordinator has undergone training, passed an exam, and obtained certification. They typically have a deep understanding of real estate law, escrow transactions, and closing procedures.

A real estate transaction coordinator at work Caption: A real estate transaction coordinator at work


In this guide, we've covered the ins and outs of real estate transaction coordinators. From the benefits they provide to selecting the right coordinator for your needs, you now have a comprehensive understanding of their role. Hiring a transaction coordinator can significantly streamline your real estate business, allowing you to focus on what truly matters. If you have any questions or need more information on hiring an RE Transaction Coordinator, please feel free to leave a comment below!