What Does a Transaction Coordinator Actually Do?

One of the most common questions I get is: “What does a Transaction Coordinator actually do?”

Whether you’re considering becoming one, wondering if you’re ready to hire one, or just trying to figure out what all the buzz is about, this post will break it all down—from a real, behind-the-scenes perspective.

I’m Cecilia, a Transaction Coordinator, real estate agent, and course creator based in Florida. In this guide, you’ll get a clear understanding of the TC role, how it fits into the real estate transaction, what it takes to succeed, and how both agents and aspiring TCs can benefit from having one on the team.

Heads up: This post may include affiliate links. If you choose to make a purchase through one of them, I may earn a small commission—at no additional cost to you. You can check out the full disclosure for more details.

Let’s start with the basics.

What Is a Transaction Coordinator?

A Transaction Coordinator (TC) is the organized force behind a smooth real estate closing. They manage the administrative side of a real estate deal from the moment a contract is executed until the day it closes—sometimes even beyond.

Think of a TC as the air traffic controller for a real estate transaction. While the agent is out there landing new business, the TC is coordinating every detail that ensures the plane actually lands safely.

In a nutshell: We keep everyone on track, on time, and in compliance.

Key Responsibilities of a Transaction Coordinator

Here’s a breakdown of what a TC typically does:

Contract & Document Management

Ensure contracts and disclosures are fully executed
Review for accuracy and compliance
Organize files for broker review

Deadline Tracking

Track all contingency deadlines (inspection, financing, appraisal)
Send reminders to agents and clients

Communication Hub

Keep all parties (agents, clients, lenders, title/escrow) informed
Send regular updates and answer questions

Appointment Coordination

Schedule inspections, appraisals, walkthroughs, and closings
Confirm and follow up on service providers

Compliance & Broker Approval

Upload required documentation for broker compliance
Request missing items to keep the file audit-ready

Pre-Closing & Final Review

Review closing statements for accuracy
Ensure all commissions and fees are correct
Send for agent review prior to closing

Optional Post-Closing Support

Send final files to clients
Confirm payment disbursements
Organize files for tax season or audit

“Do TCs Get Paid If a Deal Falls Through?”

In most cases, no—Transaction Coordinators get paid when a file closes, just like the agent and title company. But here’s the nuance:

Some TCs build in a cancellation fee in their service agreement. And depending on how far along the transaction is, they may charge a partial or full fee. For example, if a deal cancels after inspections or right before closing, it’s reasonable for the TC to bill for time already invested.

Always have a written agreement that outlines your policy. It protects both sides.

Tools of the Trade

Modern TCs rely on tech to stay on top of it all. Some common tools include:

Dotloop, Skyslope, or TransactionDesk for document management
DocuSign or HelloSign for e-signatures
Open to Close, Listedkit, Docjacket for file tracking
Email templates & automations for consistent communication

Each brokerage may use different systems, so flexibility and fast learning are a must.

Traits of a Great Transaction Coordinator

Success as a TC isn’t just about knowing the process—it’s about mastering these soft skills too:

Hyper-organized: You’re managing multiple deals and timelines. Systems are your BFF.
Detail-obsessed: One missed deadline can cost everyone.
Excellent communicator: You’re the center of the web.
Tech-savvy: Real estate moves fast; your tools need to keep up.
Resourceful: When something goes sideways (and it will), you’re the one who fixes it.
Growth mindset: You’re not just completing tasks—you’re running a business.

Oh, and if you love a good checklist? You’ll fit right in.

Independent vs In-House Transaction Coordinators

There are two main ways TCs work:

In-House TCs

These are employees who work for a single brokerage or team. They usually earn a salary and may receive benefits. The pros? Stability and built-in workflow. The cons? Less flexibility and capped income.

Independent/Freelance TCs (Like Me!)

Independent TCs are self-employed and work with multiple agents or investors. They set their own rates, choose their clients, and work remotely.

It’s not for the faint of heart—you’ll need to market yourself, manage your own workload, and wear a lot of hats. But if you crave freedom, autonomy, and growth? It’s unmatched.

Why Real Estate Agents Hire Transaction Coordinators

If you’re an agent reading this: Let’s be honest—you didn’t get into real estate to babysit deadlines and chase signatures.

Top-producing agents hire TCs because:

Their time is better spent generating leads and closing deals
They want to scale their business without burning out
They value a professional, seamless client experience
Broker compliance gets handled without stress

When agents offload their contract-to-close process to a TC, they get hours of their life back and provide better service.

If that sounds like what you need, click here to view my TC services and pricing.

And, if you are serious about becoming a Transaction Coordinator, I definitely recommend you take a look at the 10 Common Mistakes That Make New Transaction Coordinators Look Unprofessional

For Aspiring TCs: Is This the Career for You?

Here’s what to consider:

Most transactions take 5 to 10 hours of work, depending on complexity
Files can close in 10 days (cash) or 30–60+ days (financed)
You get paid when it closes (unless your agreement says otherwise)
Your income scales with the number of files you manage

If you’re looking for a high-trust, detail-driven role with room to grow, this might be your sweet spot.

Want a shortcut to getting started? Check out my TC Course

TL;DR: What a TC Actually Does

Here’s the quick version:

Coordinates everything from contract to close
Tracks deadlines & manages documents
Keeps agents and clients informed
Ensures compliance for broker approval
Helps prevent delays and save everyone time

Whether you’re an agent ready to delegate or someone ready to step into the TC role, one thing is clear:

Transaction Coordinators are the glue that holds a real estate deal together.

Want to Work With Me?

If you’re a real estate agent looking to offload your transactions so you can stay focused on clients, let’s talk. I offer high-touch transaction coordination services tailored to your workflow.

Click here to view my services and book a free consult

And if you’re exploring this as a career path—welcome. There’s room at the table.

Let me know what questions you still have in the comments below! And you might want to check out this video:

Written by Cecilia V. Peralta | Real Estate Agent & TC Coach