What Does a Transaction Coordinator Actually Do? (Spoiler: A Lot More Than You Think)

Written By Roxy Quane

When most people think about a real estate transaction, they picture agents negotiating offers, buyers touring homes, and sellers signing contracts. What often gets overlooked? The Transaction Coordinator (TC) — the one quietly making sure every “i” is dotted, every “t” is crossed, and no one ends up in legal hot water.

A great TC doesn’t just shuffle paperwork; they manage the entire transaction process from contract to close. To show you just how much is involved, here’s an exhaustive look at what a TC really does — cross-checked against my own workflow.

Pre-Escrow Setup

  • Receive contract or listing info (via email, form submission, or agent hand-off)

  • Submit intake form to kick off the transaction workflow

  • Start a new file in transaction software (e.g., Glide, Skyslope, Dotloop)

  • Populate master trackers/Notion tables with property details, deadlines, fees, and parties involved

  • Confirm lender/loan officer details and verify preliminary loan info

  • Lookup tax record and county fee schedules for accuracy

  • Set up digital file structure (Google Drive folders: Contracts, Reports, Receipts, Executed Docs)

Contract Review & Compliance

  • Verify all dates and signatures are completed on the agreement

  • Check disclosures and addenda for completeness (TDS, SPQ, AVID, NHD, etc.)

  • Request corrections or revisions from agents/sellers if items are missing or inconsistent

  • Confirm occupancy status and substituted disclosures on the TDS (a common mistake agents make)

  • Flag compliance issues like missing lead paint disclosure (for pre-1978 homes) or earthquake booklet (for pre-1960 homes)

Communication & Introductions

  • Send acknowledgment email to client/agent

  • Draft and send introduction emails to all parties (buyer’s side, seller’s side, lender, escrow/title, inspectors)

  • Send buyer’s contact info to escrow for EMD instructions

  • Order property profile from title/MLS and verify seller name against tax records

  • Calendar out critical dates (EMD, inspections, appraisal, loan contingency, disclosures due, COE) and send reminders

File Management & Organization

  • Duplicate master escrow checklist for transaction type (buyer, seller, probate, flip, etc.)

  • Label emails and create filters for tracking each file

  • Maintain a live Notion/Airtable dashboard with status updates, contingency tracking, and key deadlines

  • Upload all executed documents to shared drive for agent and client access

  • Prepare signature packets in Glide or DocuSign for missing disclosures, initials, or amendments

Orders & Coordination

  • Order inspections (home, termite, roof, sewer, pool, etc.)

  • Order NHD report, home warranty, and HOA docs (when applicable)

  • Coordinate with escrow/title to ensure prelims, wire instructions, and commission demands are issued

  • Follow up with lenders for appraisal scheduling and loan docs

  • Track repair requests and credits through addenda and escrow amendments

Mid-Transaction Support

  • Weekly client updates summarizing what’s outstanding and what’s next

  • Send reminders for contingencies and signatures

  • Track appraisal, loan, and investigation deadlines and nudge parties before they lapse

  • Resolve missing information by chasing down sellers, escrow, or agents (trust info, HOA certs, insurance docs, etc.)

  • Monitor legal deadlines for buyer’s right to rescind (especially when disclosures are delivered late)

Financials & Invoicing

  • Prepare TC invoice for escrow or broker

  • Confirm commission demands with brokers and escrow

  • Audit ADM/ADD/CR paperwork for price adjustments or credits

  • Ensure all invoice/fee authorizations are in escrow prior to COE

Closing & Post-Close

  • Final audit of all documents (buyers: CRs, ADMs, VPs; sellers: VP)

  • Prepare closing packets with all fully executed docs for buyers and sellers

  • Upload all docs to broker compliance systems

  • Move Google Drive file to “Closed Escrow” folder and zip/share with client/agent

  • Send thank-you/final update email to client and parties

  • Update CRM/Google Sheet with client info for future marketing and follow-up

  • Change database/file status to “Closed” in Notion or Airtable

The Hidden Role: Risk Manager

Behind all these tasks, the TC is quietly acting as a risk manager:

  • Ensuring sellers don’t expose themselves to lawsuits by skipping disclosures

  • Protecting buyers by making sure they receive reports within the proper timelines

  • Keeping agents compliant with brokerage and CAR standards

  • Extending contingency periods strategically when disclosures are delayed

Final Thoughts

A real estate deal isn’t just about signing papers — it’s about managing hundreds of moving parts under tight deadlines. A good TC doesn’t just make life easier for agents; they reduce liability, build trust, and keep the entire transaction from derailing.

So the next time someone wonders what a Transaction Coordinator does, hand them this list. They’ll see: it’s not “just paperwork.” It’s the backbone of the transaction.

Roxy Quane
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