What does a transaction coordinator actually do day to day?

On any given day a TC is opening new files (uploading the contract, sending the EMD wire instructions, sending the welcome packet), chasing signatures and disclosure documents on active files, calling the title company about closing schedules, and updating the CRM and the client on every milestone. The job is 80% deadline tracking and 20% communication.

How is a transaction coordinator different from an executive assistant?

A TC owns the contract-to-close workflow — they live inside transaction files, contract dates, and disclosure timelines. An EA is broader: calendar, inbox, vendor coordination, recruiting outreach. A team that's closing 3+ deals a month usually splits the two roles; below that volume, one person can do both with a leaner caseload.

How much does a transaction coordinator cost?

A US-based TC who works as a per-file contractor typically charges $300–$500 per closed transaction. A full-time Philippines-based TC through PHVA runs $900–$1,200/month and can manage 20–30 active files at once — economically equivalent to about 30–40 closed deals a year of US per-file pricing.

Do I need a licensed TC?

It depends on your state. Some states require a real estate license to perform TC tasks; others allow unlicensed support to handle administrative document tracking. A safe rule: anything that involves advising a client on terms or interpreting contract language stays with the licensed agent. Document chasing, deadline tracking, MLS updates, and scheduling can be handled by unlicensed support in most jurisdictions.

What CRMs do transaction coordinators typically use?

The most common TC stack in 2026 is Follow Up Boss (lead-side) plus a transaction-management tool like Dotloop, SkySlope, or Brokerage-bridge software. Some teams run everything inside KvCORE, BoomTown, or Sierra Interactive. Listing-side teams often add a separate listing-management tool (BoxBrownie, Listings-to-Leads).

What is a Transaction Coordinator?

Last updated April 27, 2026

A transaction coordinator (TC) is the person on a real estate team who runs files from accepted offer to closing — chasing deadlines, signatures, and disclosures so the licensed agent can stay in front of new business.

Also called: TCreal estate transaction coordinatorfile coordinator

The plain-English definition

A transaction coordinator (TC) owns the operational layer of a real estate file from the moment an offer is accepted until the file closes and the commission check is in. They don't write contracts, advise on terms, or show properties — that's licensed work. What they own is everything else that has to happen on schedule for the deal to make it to the closing table.

Think of a real estate transaction as a 30–45 day project with about 60 discrete deadlines, each of which has a contract-defined consequence if missed. Inspection contingency. Appraisal contingency. Loan commitment date. Final walk-through. Wire-instructions confirmation. The TC is the project manager — the one whose job is to make sure none of those deadlines pass quietly.

For a producing agent, a TC is usually the first hire after a buyer's agent. The math is simple: a TC absorbs roughly 8–10 hours of work per closed transaction, freeing the agent to take on more business. At 30–50 closed deals/year, that's an extra 240–500 hours of selling time the agent gets back.

What a TC actually does in a typical week

Below is a representative weekly rhythm for a TC managing 20–30 active files. Numbers are approximate — the mix shifts dramatically depending on how many files are in early vs. late stages.

Opening new files (3–5 hours/week): uploading executed contracts, sending welcome packets to clients, queueing EMD wire instructions, opening the file with the title company, requesting commission disbursement instructions.
Document chasing (8–12 hours/week): tracking down signed disclosures, lender pre-approvals, condo docs, HOA estoppels, survey requests, inspection reports. This is the single biggest time sink in TC work.
Calendar coordination (3–5 hours/week): scheduling inspections, appraisals, final walk-throughs, and closings across buyer, seller, lender, and title-company calendars.
Client communication (4–6 hours/week): weekly status updates, milestone confirmations (“your loan was approved this morning”), heads-up on deadlines, thank-you and review request after closing.
CRM hygiene (2–3 hours/week): updating contract dates, status tags, and follow-up cadences. Without this, the rest of the workflow degrades.
Closing prep (3–5 hours/week): confirming wire instructions, reviewing closing disclosure for math errors, scheduling the closing, sending the final-walk-through reminder, prepping the closing gift.

The 5 milestones a TC owns on every file

1. File opened (Day 0)

Contract uploaded to the transaction-management system, EMD wire instructions sent, welcome email to client with timeline, title company notified. Done within 24 hours of acceptance.

2. EMD received and inspection scheduled (Days 1–3)

EMD wire confirmation received from title company, inspection booked, inspection-contingency deadline mapped to calendar.

3. Loan milestones tracked (Days 7–25)

Pre-approval verified, loan-application deadline confirmed with lender, appraisal ordered, appraisal contingency cleared on schedule.

4. Final walk-through & closing scheduled (Days 25–42)

Closing date confirmed with all parties, wire instructions verified through a second channel (anti-fraud), final walk-through booked 24–48 hours before close.

5. Post-close (Day 45+)

Commission disbursement confirmed, closing gift delivered, review request sent, file archived, client added to the post-close drip.

Common mistake: teams treat closing day as the finish line and skip the post-close follow-up. The 30–90 day window after close is when most clients leave Google reviews and refer friends. A TC who runs the post-close motion is worth 3–5 referral deals/year on top of their direct cost savings.

What separates a great TC from a mediocre one

They run on contract dates, not on inbox refreshes. A great TC enters every contract date into a calendar with reminders 5/3/1 days before, and they reach out proactively. A mediocre TC waits for the lender to email them.
They double-confirm wire instructions. Wire fraud in real estate is a known and expensive failure mode. A great TC verifies wire instructions through a phone call to a number they look up themselves — never a number from an email.
They communicate ahead of the client's anxiety. The client wonders “is everything still on track?” on day 12. A great TC has already sent the day-10 status update so the question never forms.
They catch math errors on the closing disclosure. A great TC reviews the CD line by line against the contract terms and flags anything that's off — before the client signs.
They ask questions in week one, not in week three. A mediocre TC tries to figure things out silently and gets it wrong. A great TC asks “what's our SOP if the appraisal comes in low?” on day three.

How TCs are typically hired

Three common arrangements:

Per-file contractor (US-based): $300–$500 per closed file, no monthly retainer. Best for teams under 30 deals/year. Math: 30 deals × $400 = $12,000/year.
Full-time Philippines-based VA (managed service): $900–$1,200/month, all-in. Can carry 20–30 active files. Best for teams at 30+ deals/year. Math: $13,200/year for unlimited file capacity.
In-house W-2 hire (US-based): $50K–$70K/year base + benefits. Best for brokerages with 100+ deals/year or where same-timezone same-day overlap is critical.

The crossover point between contractor and full-time VA is around 28–32 closed deals/year. Below that, per-file is cheaper. Above that, the full-time VA is.

Related glossary terms

Frequently asked questions

Can a TC be unlicensed?

In most US states, yes — for the administrative portion of the work (document tracking, deadline management, scheduling, CRM updates, status communication). Anything that involves advising a client on contract terms or interpreting legal language stays with a licensed agent. Check your state's specific rules; Florida and California have particular nuances.

How many files can one TC manage?

A well-organized TC running on a real-estate-specific transaction-management tool can manage 20–30 active files at once. Past 30, response times degrade and milestones start slipping. Past 40, you need a second TC.

What's the difference between a TC and a closing coordinator?

A closing coordinator typically works at the title company or brokerage and handles the closing-table mechanics (HUD/CD prep, wire transfers, signing). A TC works for the agent and owns the file from contract through closing. Some teams use the terms interchangeably; we recommend keeping them distinct to clarify ownership.

Can I hire a TC just for buyer-side or just for listing-side?

Yes — many teams do exactly that. Buyer-side TC work is typically more reactive (responding to lender and inspection timelines), while listing-side is more proactive (showing feedback, price-reduction discussions, expiration management). If you're hiring one TC for both, weight their training toward whichever side dominates your business.

Need a transaction coordinator placed in 11 days?

PHVA places Academy-certified transaction coordinators into US real estate teams. $900–$1,200/month full-time. Knows the EMD timeline, the appraisal contingency math, and the wire-fraud playbook from day one.

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