How it works
Five steps, one owner for the file.
Coordination works when the process is repeatable. Here is exactly what happens from the first conversation to the delivered compliance file — and where your approval is required.
Choose your service
Pick the package that matches the file and the level of support you want. If you are unsure, a short conversation settles it.
Submit your transaction
Send the contract and the key details through the intake form. Nothing is started until you confirm the scope in writing.
Submitting a form starts a review. It does not create a service agreement, and no work begins until scope and rate are confirmed in writing.
Transaction setup
The file is built to your brokerage's checklist and the administrative deadline calendar is prepared for your verification.
The deadline calendar is confirmed with you in writing before anyone relies on it. Every deadline should be verified by a responsible person.
Ongoing coordination
Outstanding documents are requested, dates are tracked, authorized parties are followed up with, and you get status updates.
Closing & file completion
Final administrative tasks are coordinated, the executed package is archived, and your compliance file is delivered.
What we handle
- Build the transaction file to your checklist
- Log and track deadlines, with your verification
- Request, collect, and organize documents
- Follow up with authorized transaction participants
- Coordinate inspection, appraisal, and signing logistics
- Prepare and deliver the compliance file
What stays with you
- Advise clients and make all representation decisions.
- Determine which forms, disclosures, and dates apply to the contract.
- Approve any document before it is sent to a third party.
- Verify every deadline before relying on it.
- Handle legal, tax, and lending questions with the appropriate licensed professional.
Communication
What to expect from us.
Response expectations are set at onboarding and apply to every file.
Inquiries
Answered within one business day.
New files
Set up the same or next business day after scope is confirmed. Rush onboarding available.
Active files
Status updates on the schedule set at onboarding, plus notice whenever an item needs your approval.
Urgent items
Deadline risk is raised immediately by phone or email — not held for the weekly update.
Hours: Mon–Thu · 8am–6pm MT · Fri · 8am–2pm PT. Messages received outside these hours are answered the next business day unless an active file has an urgent deadline.
The math
What the administrative load actually costs.
Adjust the inputs to see the hours and illustrative value that coordination can take off your desk each month.
What could you hand off each month?
Hours delegated
24
per month
Illustrative value
$1,800
per month
Illustrative estimate only — not a promise of savings, earnings, or time. Actual administrative load varies by transaction, brokerage, and market.
Details
Before you hand over the first file.
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.
Ready to see the package options and current rates?
Services & pricingNext step
Hand off the next file and see what a clean close feels like.
Tell us what you're closing next and we'll send a rate sheet and a short onboarding plan.