Two different jobs
It’s easy to lump every real estate assistant together, but these roles solve different problems.
| Transaction coordinator | Real estate VA | |
|---|---|---|
| Main job | Get accepted offers to closing | Keep leads, clients and listings moving |
| Starts | When a contract is signed | Before and around every deal |
| Core tasks | Deadlines, documents, signatures, status updates | Lead follow-up, CRM, listing prep, marketing, scheduling |
| Key skill | Precision with dates and paperwork | Speed, organization and communication |
| Common pricing | Per file or monthly | Hourly or monthly |
| Fixes | Missed deadlines, messy files, stressed closings | Cold leads, empty CRM, listings that take days |
When to hire a transaction coordinator first
You need a coordinator first if:
- You’ve had a close call with a contingency deadline
- Files come back from broker review with missing items
- You’re doing paperwork at night instead of meeting clients
- Several deals are open at once and you track them from memory
A coordinator protects the income you’ve already earned. Our transaction coordinator page covers the role in detail.
When to hire a real estate VA first
You need a VA or inside sales agent first if:
- New online leads wait hours for a reply
- Your CRM is full of contacts nobody has called in months
- Listing prep and marketing take a full day per property
- You have more leads than time, but few closings to coordinate
A VA grows the pipeline that a coordinator later manages.
What each costs
Published pricing gives a useful range. In a June 2026 roundup by The Close, Transactly listed transaction coordination from $339 per transaction, while monthly VA plans ranged from $1,250 for part-time support at Brivity to $1,988 a month at MyOutDesk. Hourly rates for Philippine-based assistants ran from $7.50 to $13.30. Our cost guide explains what drives the difference.
Whichever you hire, keep it compliant
Both roles touch regulated work. Unlicensed assistants stay on administrative tasks, and anyone writing listing descriptions or ads must follow the Fair Housing Act, which bans language that suggests a preference based on protected characteristics. Describe the home and the neighborhood features, not the buyer you imagine.
Still not sure? On a discovery call we look at your lead volume and closings and tell you which role fixes the bigger leak first.