Clear answers about transaction coordination.

A transaction coordinator manages the administrative side of a real estate transaction from contract to close. That means building the transaction file, logging contractual dates, requesting and collecting documents, tracking signatures, following up with the lender, title or escrow company, and the cooperating agent, and assembling the completed compliance file. A coordinator does not provide legal advice, negotiate on your behalf, or decide which forms or disclosures legally apply — those remain the agent's and broker's responsibility.

Full-service coordination covers transaction file setup, deadline and contingency tracking, document collection and organization, follow-up with authorized transaction participants, coordination of inspection and appraisal scheduling, closing timeline tracking, and preparation of the brokerage compliance file. The exact checklist is built during onboarding around your brokerage's requirements and the package you select.

An escrow officer holds funds, issues the escrow instructions and closing statement, and handles settlement according to the parties' written instructions. A transaction coordinator manages the agent's administrative workflow: documents, deadlines, follow-up, and file organization. The two roles are complementary. Neither replaces the other, and neither replaces your broker or your attorney.

Typically the accepted contract and any counteroffers, addenda and amendments, seller and state-specific disclosures with delivery receipts, inspection and appraisal reports, loan pre-approval and approval documentation, title commitment, HOA or association documents where applicable, closing statements, and the final brokerage compliance file. Documents are stored in an organized, access-controlled file rather than passed around as loose attachments.

Yes. Buyer-side and seller-side files carry different checklists and different rhythms. Buyer files center on earnest money, inspections, appraisal, and loan contingencies. Seller files center on listing preparation, disclosure packages, and post-contract document collection. We support both, and we do not take both sides of the same transaction without proper authorization and disclosure.

No. We are an administrative coordination service, not a law firm, brokerage, or title company. We organize and track the workflow you direct, flag documents that appear to be missing from the file we are managing, and keep the administrative record. Legal questions, form determinations, and advice to your clients stay with you, your broker, and your attorney.

Utah packages are published per transaction side: Limited Coordination is $450, Full-Service Buyer Coordination is $750, and Full-Service Listing Coordination is $850. Dual-side coordination starts at $1,250 and is quoted in writing. Individual administrative tasks are also available à la carte. Per-file engagements do not require a retainer, and scope is confirmed in writing before work begins.

California files carry different disclosure and contingency workflows from Utah files, and pricing reflects them: Limited Coordination is $650 per transaction side, Full-Service Buyer Coordination is $995, and Full-Service Listing Coordination is $1,095. Dual-side coordination starts at $1,650 and is quoted in writing. À la carte support is available for a single part of a file, and scope is confirmed in writing before work begins.

Yes. Per-file engagements are the most common arrangement. You choose the package, submit the file, and the scope ends at closing. Agents and teams who want ongoing coverage can move to a monthly retainer, but there is no requirement to commit to volume before the first file.

Per-file fees are invoiced according to your rate sheet, typically at setup or at closing. If a transaction is canceled before setup work begins, there is no charge. Once setup has started, work completed to that point is billed. Cancellation documentation is collected and the file is closed out and archived like any other.

Yes. Dates stated in the REPC and its addenda are logged into an administrative deadline calendar at file setup, along with the responsible party for each item. We send reminders and confirm the calendar with you before anyone relies on it. Every deadline should be verified by a responsible person, and the agent remains responsible for the contractual dates in the file.

Utah files run on the REPC and its addenda, with due diligence, financing, appraisal, and settlement deadlines that begin at acceptance. Utah also relies heavily on title company coordination and, in many transactions, HOA and water documentation. Files are built from Utah templates from the first day rather than adapted from another state's workflow.

Yes, statewide. Work is administrative and document-based, so files are supported remotely from anywhere in Utah. Southern Utah markets — St. George, Washington, Hurricane, Ivins, Santa Clara, Leeds, and Toquerville — are where we know the local closing rhythm best, including title and HOA coordination in Washington County.

A coordinator organizes the disclosure and form workflow: tracking the documents you have identified as applicable, sending them for signature, logging delivery and receipt, following up on missing signatures, and filing everything in the transaction record. Determining which forms are legally required is the agent's and broker's responsibility, and we do not make those determinations.

Yes, statewide, with particular familiarity with Orange County files in Orange, Tustin, Anaheim Hills, Villa Park, Yorba Linda, and the surrounding markets. California files are coordinated with the escrow company, title, and lender handling the transaction, and contingency dates are tracked from acceptance.

Yes. Coordination is a document and communication function. Contracts, disclosures, and signatures move through e-signature, files live in access-controlled cloud storage, and follow-up happens by phone and email. For transactions that still require an in-person signing, the title or escrow company handles that appointment. Remote coordination does not reduce the level of tracking.

The cleanest time is before the next contract is accepted, so the file is set up the day it opens. That said, we also onboard at acceptance and can pick up a file mid-stream when something has already slipped. The earlier the setup, the more of the deadline calendar is protected.

Use the Submit a Transaction form on this site. It collects the agent and brokerage details, property information, representation, package, contract and closing dates, and the title, escrow, and lender contacts we will need. Submitting the form starts a review; it does not create a service agreement. You will receive a confirmation and then a written scope before work begins.

Most complete intake submissions are reviewed within one business day, and files are typically set up the same or next business day after scope is confirmed. Rush onboarding is available as an additional service when a file needs to be started the same day.

Yes. New agents often get the most value from coordination because the administrative sequence is where files slip. We work to a documented checklist and explain what is needed and when, while leaving advice to your clients, form determinations, and representation decisions with you and your broker.

Yes. Experienced agents typically hand over full files, while teams use coordination for overflow, custom checklist build-outs, and consistency across multiple agents. Retainer arrangements can include reporting so the team lead sees the pipeline without asking each agent for a status update.

Only if you authorize it and only within the scope you set. Many agents keep client communication themselves and have us handle vendor-side coordination — lender, title, escrow, inspectors, and the cooperating agent. Tell us where the line is during onboarding and it stays there.

Because the administrative work is real work. Coordination protects the hours an agent would otherwise spend chasing signatures and logging dates, reduces the chance that a deadline is missed during a busy stretch, produces a consistent file for broker review, and scales without hiring. It also means a file is still moving on the day you are in back-to-back showings.