How to Choose the Right Transaction Coordinator (TC)for Your Real Estate Business

In the fast-paced world of real estate, efficiency and accuracy are key. Whether you’re a solo agent or managing a team, a skilled transaction coordinator (TC) can be a game-changer in streamlining deals and ensuring smooth closings. But how do you choose the right one for your business? Here are the key factors to consider.

1. Experience and Expertise

Not all transaction coordinators are created equal.

A strong TC should have:

✅ Experience in real estate transactions – Look for someone with a deep understanding of contracts, timelines, and compliance.

✅ Knowledge of your local market – Regulations and processes vary by state, so working with a TC familiar with your area is crucial.

✅ Strong organizational skills – Managing deadlines, paperwork, and multiple transactions requires attention to detail.

2. Tech-Savviness and Systems Knowledge

A great TC should be comfortable using industry-standard tools, such as:

📌 Transaction management platforms (e.g., Dotloop, Skyslope, or Brokermint)

📌 CRM software to keep communication streamlined

📌 E-signature platforms like DocuSign to keep documents moving

Having a tech-savvy TC can reduce errors, speed up processes, and improve overall efficiency.

3. Communication and Responsiveness

Your TC will be handling time-sensitive tasks and coordinating with multiple parties, including buyers, sellers, lenders, and escrow officers.

Ask yourself:📞 How quickly do they respond to emails and calls?

✉️ Are they proactive in providing updates?

📋 Can they handle pressure and keep transactions on track?

Clear and prompt communication can make or break a deal, so choose a TC who is responsive and professional.

4. Availability and Capacity

Some TCs work independently, while others are part of a larger team. Consider:

⏳ How many transactions they handle at once – You don’t want to get lost in a sea of clients.

🤝 Whether they have backup support – If they’re unavailable, do they have a team or assistant to step in?

🏡 If they specialize in your type of transactions – Some TCs focus on residential, while others handle luxury, commercial, or investor deals.

5. Pricing and Service Structure

Transaction coordinators typically charge in one of these ways:

💰 Flat fee per transaction 

💼 Monthly retainer 

📑 Percentage of commission 

Make sure you understand what’s included in their fee—some offer add-ons like listing coordination, marketing support, or post-close services.

6. Reviews and References

Before hiring a TC, ask for:

🌟 Client testimonials or online reviews

📞 References from agents they've worked with

🏆 Success stories of how they helped agents close deals more efficiently

A proven track record of happy clients is a strong sign of a reliable TC.

Final Thoughts

The right transaction coordinator should be experienced, organized, tech-savvy, communicative, and reliable. Investing in a great TC can free up your time, reduce stress, and help you scale your real estate business.

🚀 Ready to find your ideal TC? Start by interviewing a TPS Transaction Coordinator and see who aligns best with your business needs!