Real estate
Hire a Filipino real estate transaction coordinator
A transaction coordinator manages each deal from accepted offer to closing: tracking deadlines, collecting documents and signatures, and keeping every party updated.
What they take off your plate
- Open each file with a timeline of contract deadlines
- Track inspection, appraisal, financing and closing dates
- Collect documents and signatures from all parties
- Keep lenders, title, inspectors and the other agent updated
- Send clients regular status updates
- Check files for missing items before broker review
- Coordinate closing logistics and post-closing follow-up
Deals fall apart in the details
Most transactions that go wrong don’t fail over price. They fail over a missed deadline, a missing disclosure or a lender who needed one more document. A transaction coordinator exists to make sure none of that happens, while you spend your time finding the next client.
One system for every file
A good coordinator treats every deal the same way: a timeline built on day one, a checklist of documents by party, scheduled updates to everyone involved, and a final check before broker review. That consistency is what lets an agent handle more deals without more stress.
Know your state’s rules
Contract forms, deadlines and disclosure requirements vary by state, and some states regulate transaction coordinators directly. Your coordinator learns your state’s forms and your brokerage’s compliance checklist in the first week, and your broker’s review process stays in place. Compare roles in real estate VA vs transaction coordinator.
How we vet for this role
The skills test
The skills test is a mock purchase contract: candidates build the full deadline timeline, list every document needed from each party, and draft the opening email to the buyer and the status update to the listing agent. We check that no deadline is missed and that the emails are clear and professional.
It is one of eight checks, alongside a portfolio review, a past employment check, a live English interview, a paid trial task, a background check and an NDA. You interview the shortlist at the end.
See all eight checksGetting started
What the first 30 days look like
- Week 1
Your coordinator learns your state's forms, your brokerage's compliance checklist and your preferred communication style, and shadows an active file.
- Week 2
They take over new files, building timelines and opening emails for your approval.
- Week 3
Active files are fully coordinated, with a weekly pipeline summary of every deal and its next deadline.
- Week 4
Review file completeness at broker review and any deadlines that got close, then refine the checklist.
Measuring it
Numbers worth watching
Agree on these in week one so you both know what good looks like.
- Files closed on schedule
- Missed or extended deadlines
- Files complete at broker compliance review
- Hours per file saved for the agent
Industries
Where this role often works
FAQ
Questions about hiring a transaction coordinator
Can a transaction coordinator be unlicensed?
In many states, yes, as long as they stick to administrative work. Some states have specific rules for transaction coordinators, so check with your broker. Negotiating and advising clients stay with licensed agents.
How many files can one coordinator manage?
It depends on your market and how complex your files are. We scope volume on the discovery call based on your closings per month.
Does the coordinator talk to my clients?
Usually, yes, for scheduling and status updates, in your name and tone. Anything involving advice or negotiation comes back to you.
Should I start with a transaction coordinator or a real estate VA?
If deals are at risk from paperwork and deadlines, start with a transaction coordinator. If lead follow-up is the problem, start with an inside sales agent. Our comparison guide covers it in detail.
Related roles
Often hired alongside
- Inside sales agentAn inside sales agent follows up with new leads within minutes, qualifies buyers and sellers, books appointments with your agents and nurtures everyone who isn't ready yet.
- Executive assistantAn executive assistant runs your inbox, calendar and follow-ups so your hours go to the work only you can do. We place Filipino EAs who have supported busy leaders before.
- General virtual assistantA general virtual assistant takes the steady stream of admin off your team: data entry, research, scheduling, documents and customer follow-ups.
Tell us what your transaction coordinator should own.
Book a 30-minute discovery call. Bring your task list and a budget range, and we'll show you what to delegate first.
Book a discovery call