What Is a Transaction Coordinator?

1. What Is a Transaction Coordinator? Buying or selling a home comes with a lot of paperwork, deadlines, and small details. If these things aren’t handled properly, they can slow down the whole process or even cause deals to fall through. That’s where CaliforniaTC comes in. At CaliforniaTC, we take care of the behind-the-scenes work in your real estate transaction. We help real estate agents, buyers, and sellers stay organized, meet deadlines, and keep everything moving smoothly from start to finish. Many people ask, “What is a transaction coordinator?” Simply put, we’re the extra support that keeps your deal on track. Whether it's making sure documents are complete, following up on signatures, or staying ahead of important dates we handle the details so you don’t have to. With our help, real estate transactions become less stressful and more successful. That’s the value we bring to every deal. Transaction Coordinator Definition & Role A transaction coordinator helps real estate deals go smoothly from start to finish. At CaliforniaTC, we take care of all the important paperwork and keep everything organized after a home goes under contract. We work with everyone involved in the deal: buyers, sellers, agents, lenders, inspectors, and title companies. Our job is to make sure everyone has the right information and things are done on time.

2. Some of the things we do include: Making sure deadlines are met Organizing and checking all documents Scheduling important appointments Helping everyone stay on the same page When you work with CaliforniaTC, you don’t have to worry about missing a step. We take care of the details, so real estate agents can focus on their clients, and buyers and sellers can relax knowing their deal is in good hands. We make the process easier, faster, and less stressful for everyone. How a Transaction Coordinator Makes Real Estate Easier? Each time you close a real estate deal, it can take about 45 hours and 30 of those hours are usually just paperwork! That’s a lot of time you could be spending helping clients or growing your business. At CaliforniaTC, we handle the paperwork and deadlines for you. Our professional Transaction Coordinators manage everything from the moment a seller accepts an offer to the final closing. We keep things organized, on time, and stress-free. The best part? You don’t need us in your office. Our team works remotely, giving you expert support without taking up space or slowing you down. Let us take care of the details so you can focus on what you do best.

3. Which Duties Can a Transaction Coordinator Manage in Real Estate? At CaliforniaTC, our transaction coordinators don’t need to be in your office to do a great job. In fact, most of the work can be done remotely, helping you save time, stay organized, and close deals faster—no matter where you are. Here’s what we handle for you: ● Open escrow and make sure the process starts right Communicate with agents, buyers, sellers, lenders, inspectors, and escrow Check that the purchase agreement is filled out correctly Make sure the buyer’s deposit is on time and handled properly Review escrow instructions to catch any mistakes Prepare the Seller’s Disclosure Packet (a thick set of important documents) Write up addendums if anything changes in the deal ● ● ● ● ● ●

4. ● Track all key deadlines and send reminders or notices if needed Keep an eye on the loan process and make sure the lender gets needed documents Collect forms that remove buyer contingencies on time Help with repair requests or waivers Set up the final walk-through with the buyer Keep records of all communication between everyone Double-check all documents before closing Handle special tax paperwork like FIRPTA when needed Create a full digital file for your records, useful for taxes later on ● ● ● ● ● ● ● ● We do all of this so you can focus on what you do best selling homes and helping your clients. Let CaliforniaTC make your transactions smoother, faster, and stress-free. Transaction Coordinator vs. Real Estate Agent Key Differences Real estate agents and transaction coordinators both help with buying and selling homes—but they do very different jobs. Here’s a simple way to understand how they’re different: Real Estate Agent ● Main Job: Helps clients buy or sell homes, shows properties, negotiates deals, and finds new leads. License: Must have a real estate license from the state. Talks To: Works closely with buyers and sellers throughout the whole process. Gets Paid: Usually earns a commission (a percentage of the sale price). Skills: Knows the market, pricing, and how to make deals happen. ● ● ● ● Transaction Coordinator (Like Us at CaliforniaTC)

5. ● Main Job: Handles the paperwork, deadlines, and communication behind the scenes to keep the transaction on track. License: Usually doesn’t need a license (though some places offer certifications). Talks To: Works mostly with real estate agents, lenders, and title companies—not directly with clients. Gets Paid: Earns a flat fee or hourly rate per transaction. Skills: Great at organization, document management, and keeping things running smoothly. ● ● ● ● In short: ● Agents focus on people and sales. Transaction Coordinators focus on paperwork and deadlines. ● At CaliforniaTC, we support real estate agents by taking care of the details—so they can focus on selling homes and helping clients. Cost of Hiring a Transaction Coordinator? The price of hiring a Transaction Coordinator can be different depending on a few things. Here’s a simple breakdown: How They Charge

6. ● Flat Fee: Most coordinators charge a set price—usually between $350 to $500 for each transaction. Hourly Rate: Some may charge by the hour, usually $25 to $50 per hour. Monthly Fee: If you need help all the time, some coordinators charge a monthly fee this could be $1,000 to $3,000 or more, based on how much work is needed. ● ● What Affects the Cost ● Location: Prices may be higher in big cities or expensive areas. Experience: Coordinators with more experience may charge more. Type of Deal: Complicated transactions that need extra work might cost more. What’s Included: Some coordinators offer more services, and that can affect the price. ● ● ● At CaliforniaTC, we offer clear, fair pricing based on your needs—so you always know what you’re paying for. How to Become a Real Estate Transaction Coordinator If you want to become a Transaction Coordinator, here’s a simple guide to help you get started: 1. Learn About Real Estate You don’t need a college degree, but taking classes in real estate or business can help. You should understand how buying and selling homes works. 2. Know the Basics Learn real estate terms, the steps in a home sale, and the laws in your area. This helps you speak the same language as agents and clients. 3. Build the Right Skills You need to be good at: ● Staying organized Talking clearly with people Meeting deadlines ● ●

7. ● Handling many tasks at once 4. Get Certified (Optional) Some people choose to get a certificate. Groups like the National Association of Real Estate Support Professionals (NARESP) offer programs that teach you more and help you look professional. 5. Get Experience Start by working with a real estate agent or at a real estate office. This gives you hands-on experience. 6. Make Connections Talk to people in the real estate world. Building relationships can help you find job opportunities. 7. Keep Learning The real estate industry changes often. Keep learning about new tools, laws, and better ways to do the job. 8. Pick a Specialty (Optional) Some coordinators choose to focus on one type of deal—like helping investors or handling short sales. Specializing can make you stand out. 9. Start Your Own Business (Optional) If you want to work for yourself, make a plan for how you’ll find clients and run your business.

8. What Makes a Great Transaction Coordinator? Hiring the right transaction coordinator can make a big difference in how smooth and stress-free your real estate deals are. Here are the top things to look for: Good at Staying Organized They should be able to keep track of lots of tasks, paperwork, and dates without missing anything. Pays Close Attention The best coordinators can stay focused on the small details—even during long or complicated deals. Always On Time Deadlines in real estate are important. A great coordinator will get things done on time and help you avoid delays. Knows Real Estate (Or Willing to Learn Fast) It’s helpful if they’ve worked in real estate before, but what really matters is that they understand the process or are eager to learn. Learns Quickly

9. Real estate changes often. You want someone who can pick up new tools, rules, and ways of working without needing lots of training. Communicates Clearly They should be able to talk and write in a way that’s clear and easy to understand—for agents, clients, lenders, and more. Catches Small Mistakes Even small errors in real estate paperwork can cause big problems. A good coordinator double-checks everything. Can Solve Problems Things don’t always go as planned. A strong coordinator can think ahead and fix issues before they get bigger. Comfortable with Technology They should know how to use real estate software, email, calendars, and digital forms to work efficiently. Professional and Friendly Your coordinator may talk to clients and other professionals. You want someone who is polite, respectful, and represents your business well. At CaliforniaTC, our coordinators are trained with all these qualities in mind—so you can trust us to keep your deals running smoothly.

10. Real Estate Growth Starts with a Transaction Coordinator At CaliforniaTC, we’re real people who know how to handle real estate transactions the right way. If you're busy selling homes and working with clients, let us take care of the paperwork, deadlines, and follow-ups. We: ● Collect needed signatures Make sure all forms are complete Keep track of contract terms and deadlines Help you close deals on time ● ● ● This gives you more time to focus on what you do best—growing your business and helping your clients. Let CaliforniaTC take the stress off your plate. Book a quick call today to see how we can help!