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Key Responsibilities and Required Skills for a Transaction Coordinator

💰 $45,000 - $70,000 Annually (Varies by Market and Experience)

Real EstateAdministrativeOperationsClient Services

🎯 Role Definition

A Transaction Coordinator is the operational backbone of a real estate transaction, serving as the central hub of communication and task management. This role is responsible for meticulously overseeing all administrative aspects of a property sale from the moment an offer is accepted until the deal is successfully closed. By managing deadlines, ensuring legal and procedural compliance, and facilitating clear communication between all parties—including agents, clients, lenders, and title companies—the Transaction Coordinator ensures a smooth, efficient, and positive experience for everyone involved. They are the detail-oriented guardians of the process, allowing real estate agents to focus on sales and client generation.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Real Estate Assistant
  • Administrative Assistant or Executive Assistant
  • Paralegal or Legal Assistant
  • Loan Processor Assistant

Advancement To:

  • Senior or Lead Transaction Coordinator
  • Director of Operations / Operations Manager
  • Licensed Real Estate Agent or Broker
  • Office Manager for a Real Estate Brokerage

Lateral Moves:

  • Compliance Manager
  • Agent Services Coordinator

Core Responsibilities

Primary Functions

  • Quarterback the entire contract-to-close process for residential real estate transactions, ensuring a seamless journey from executed agreement to closing day.
  • Conduct a thorough review of all real estate contracts, addenda, and associated documents for accuracy, completeness, and compliance with brokerage and state regulations.
  • Initiate the transaction by opening escrow and title, submitting all necessary documentation, and establishing a clear line of communication with the escrow officer.
  • Serve as the primary liaison between real estate agents, clients, lenders, title officers, appraisers, and inspectors to ensure all parties are on the same page and informed of progress.
  • Proactively create and manage a detailed timeline of all contract deadlines, contingency periods, and critical dates, sending regular reminders to all relevant parties to prevent delays.
  • Coordinate and confirm scheduling for property inspections, appraisals, and any subsequent appointments, ensuring timely access and communication of results.
  • Diligently track the fulfillment of all contingencies, such as inspection, financing, and appraisal, and ensure proper documentation is executed upon their removal.
  • Draft and circulate necessary addenda and amendments to the contract as negotiated by the agents, securing all required signatures via e-signature platforms.
  • Meticulously maintain the digital transaction file, ensuring all documents are correctly named, organized, and uploaded to the company's transaction management system (e.g., SkySlope, Dotloop).
  • Provide consistent, high-touch communication and status updates to the client and the agent, ensuring they feel supported and informed at every stage of the process.
  • Monitor the earnest money deposit process, confirming its timely delivery to escrow and obtaining a receipt for the file.
  • Order and review critical documents such as the preliminary title report, HOA documents, and natural hazard disclosures, flagging any potential issues for the agent.
  • Ensure all required disclosures are sent, received, and fully executed by all parties within the legally mandated timeframes.
  • Prepare, review, and submit the Commission Disbursement Authorization (CDA) to the title company to ensure agents are paid correctly and promptly at closing.
  • Coordinate the final walk-through with the buyer's agent and client to confirm the property's condition prior to closing.
  • Carefully review the final settlement statement (Closing Disclosure or HUD-1) for accuracy, cross-referencing it with the contract to verify all figures.
  • Follow up post-closing to ensure the deed has been recorded, keys have been successfully transferred, and all final documents are received and filed.
  • Confirm that the transaction file is fully compliant and complete before archiving, preparing it for a final broker review.
  • Manage multiple transactions simultaneously while maintaining a high standard of quality, organization, and customer service for each.
  • Act as a knowledgeable resource for agents regarding contract procedures, compliance requirements, and the use of transaction management software.

Secondary Functions

  • Maintain and update the team's client database (CRM) with transaction details, client contact information, and key dates for future marketing and relationship-building.
  • Assist in generating reports on team production, transaction volume, and key performance indicators to help agents track their business goals.
  • Develop and maintain a preferred vendor list, including trusted inspectors, lenders, and contractors, to provide value-added service to clients and agents.
  • Provide administrative support to the real estate agent or team as needed, including preparing listing presentations or other client-facing materials.

Required Skills & Competencies

Hard Skills (Technical)

  • Transaction Management Software Proficiency: Hands-on experience with platforms like SkySlope, Dotloop, Brokermint, or similar real estate transaction systems.
  • E-Signature Expertise: Competency in using and managing documents through platforms such as DocuSign and Authentisign.
  • Real Estate Contract Knowledge: Strong understanding of real estate contracts, legal clauses, disclosures, and the general flow of a transaction in your state.
  • CRM Management: Familiarity with using and maintaining Client Relationship Management (CRM) systems.
  • Productivity Suites: High proficiency with Google Workspace (Gmail, Calendar, Drive) and/or Microsoft Office Suite (Outlook, Word, Excel).

Soft Skills

  • Impeccable Attention to Detail: A passion for accuracy and a commitment to getting every detail right, from dates to signatures.
  • Exceptional Organization & Time Management: The ability to juggle multiple transactions, deadlines, and priorities without letting anything fall through the cracks.
  • Proactive Communication: An innate drive to communicate clearly, professionally, and preemptively with all parties, both verbally and in writing.
  • Problem-Solving Mentality: The ability to anticipate potential issues, troubleshoot problems as they arise, and find effective solutions calmly and efficiently.
  • Client-Centric Mindset: A genuine desire to provide an outstanding service experience, demonstrating empathy, patience, and professionalism with clients during a stressful time.
  • Discretion and Confidentiality: The ability to handle sensitive client and financial information with the utmost integrity and confidentiality.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Associate's or Bachelor's Degree.
  • State-specific Real Estate License (often preferred, sometimes required).

Relevant Fields of Study:

  • Business Administration
  • Communications
  • Real Estate
  • Paralegal Studies

Experience Requirements

Typical Experience Range: 2-5 years of professional experience, with at least 1-2 years in a relevant role.

Preferred: Direct experience as a Transaction Coordinator in a real estate brokerage, or significant experience in a closely related field such as mortgage processing, escrow/title assistance, or as a real estate paralegal.

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