--- title: "What is a transaction coordinator?" description: "A transaction coordinator runs a deal from signed contract to closing: deadline calendar, disclosures, inspections, lender updates. Read the checklist." url: https://assistbpo.com/glossary/transaction-coordinator/ updated: 2026-09-20 publisher: AssistBPO (SS Support Network LLC) language: en-US --- # What is a transaction coordinator? Glossary What is a transaction coordinator? A transaction coordinator is the person who manages a real estate deal from signed contract to closing. They track contingency deadlines, collect signatures and disclosures, order inspections and title work, keep the lender, escrow and both agents updated, and make sure every document lands in the brokerage file on time. Updated September 2026 · Reviewed by [Nimra Khalid](https://assistbpo.com/team/nimra-khalid/) ## How does a transaction coordinator work? 1. Open the file the day the contract is signed and build a deadline calendar from the contract dates. 2. Send the intro email to buyer, seller, lender, title and the co-op agent with what happens next. 3. Chase signatures, disclosures, earnest money receipts and inspection reports before each date, not after. 4. Update the deal record and the agent twice a week, and flag anything at risk of slipping. 5. Audit the file against the brokerage checklist before closing and archive it once the deal has funded. ## A worked example A four-agent team in Arizona was closing 15 to 20 homes a month, and one agent kept missing inspection deadlines. A remote transaction coordinator took over every file at contract. She loaded each contract into Dotloop, set reminders for the inspection, appraisal and loan contingencies, and emailed all parties a timeline on day one. When an appraisal came in late, she had already asked the lender for an extension addendum, and the deal closed on schedule. The agents now spend their afternoons showing property instead of chasing title companies. ## Where does a transaction coordinator show up in your tools? Transaction coordinators work inside Dotloop, SkySlope and Docusign for signatures, and keep deal stages in Follow Up Boss or kvCORE. Many teams add a shared Google Sheet or Airtable board so the whole office can see which files close this week. ## Common mistakes - Relying on memory for contingency dates instead of a dated checklist per file. - Letting the agent be the only person who emails the lender, so updates stall whenever they are out showing homes. - Closing the file without checking that every disclosure and signed addendum is in the brokerage folder. ## Why does a transaction coordinator matter? Deals fall apart over missed dates far more often than over price. A coordinator protects the commission by keeping every party moving and every document filed, and frees the agent for the work that actually earns it: listing, showing and negotiating. ## How does AssistBPO handle a transaction coordinator? Our coordinators are employed, managed staff who run your contract-to-close checklist in your brokerage systems, with a backup who knows every open file. Any outbound follow-up to buyers, sellers or past clients happens with lawful consent and do-not-call scrubbing. You get a per-file status in the end-of-day report and a closing pipeline in the weekly review. [Orders, contracts and commissions kept straight](https://assistbpo.com/services/sales-admin/)[Get a staffing plan](https://assistbpo.com/get-a-staffing-plan/) ## Related terms - [Listing coordinator](https://assistbpo.com/glossary/listing-coordinator/) - [MLS](https://assistbpo.com/glossary/mls/) - [Showing scheduler](https://assistbpo.com/glossary/showing-scheduler/) - [CRM](https://assistbpo.com/glossary/crm/) - [End-of-day report](https://assistbpo.com/glossary/end-of-day-report/) - [Pipeline](https://assistbpo.com/glossary/pipeline/) - [Weekly review](https://assistbpo.com/glossary/weekly-review/) ## Where it is used - [Orders, contracts and commissions kept straight](https://assistbpo.com/services/sales-admin/) ## Next in the A to Z - [Transcription](https://assistbpo.com/glossary/transcription/) - [Travel itinerary](https://assistbpo.com/glossary/travel-itinerary/) - [Two-party consent](https://assistbpo.com/glossary/two-party-consent/) - [UTM parameter](https://assistbpo.com/glossary/utm-parameter/) [All 148 terms, A to Z](https://assistbpo.com/glossary/) Next step ## Your desk, staffed. Wherever you are. Tell us what is overloaded. A named person replies within 1 business day with a staffing plan, and we propose your assistant within 72 hours. [Get a staffing plan](https://assistbpo.com/get-a-staffing-plan/) [Book a 20-minute call](https://assistbpo.com/book-a-call/) Or call [+1-657-777-0006](tel:+16577770006) during US, UK or Australian business hours, or [hear our demo receptionist](https://assistbpo.com/demo-line/). - A named assistant proposed within 72 hours - Employed, screened and managed staff, never freelancers - Your hours, your tools, your data --- Source: https://assistbpo.com/glossary/transaction-coordinator/ · Contact: https://assistbpo.com/contact/ · Full site map for agents: https://assistbpo.com/llms.txt