What Does a Transaction Coordinator Do? (And Why Every Agent Needs One)

If you're a real estate agent closing three or more transactions a month, you know the feeling: drowning in paperwork, chasing signatures, tracking deadlines, and trying to stay compliant—all while attempting to focus on what you do best: selling homes and building client relationships.

That's where a transaction coordinator comes in. But what exactly does a transaction coordinator do, and why is this role becoming essential for busy agents across Florida, Georgia, and South Carolina?

What Is a Transaction Coordinator?

A transaction coordinator (TC) is a licensed professional who manages the administrative and compliance side of real estate transactions from contract to close. Think of them as your behind-the-scenes partner who ensures every detail is handled, every deadline is met, and nothing falls through the cracks.

At Taylor Transactions, we specialize in taking the burden of transaction management off your plate so you can focus on growing your business, nurturing client relationships, and closing more deals.

What Does a Transaction Coordinator Actually Do?

A transaction coordinator's role is comprehensive and detail-oriented. Here's what we handle for our clients:

Contract Review and Setup

• Review sales contracts for accuracy, signatures, and dates

• Create a detailed timeline of all critical deadlines

• Set up transaction files in your preferred system

Escrow and Financial Coordination

• Coordinate delivery of deposit checks and wire instructions

• Obtain escrow deposit verifications

• Ensure compliance with state-specific escrow requirements (Florida, Georgia, and South Carolina each have different rules)

HOA and Condo Management

• Confirm HOA or condo association approvals

• Monitor the approval process and follow up as needed

• Obtain necessary documentation and disclosures

Inspection Coordination

• Schedule inspections with all relevant parties

• Notify buyers, sellers, and agents of inspection dates

• Track inspection results and deadlines for responses

Home Warranty and Title Services

• Order home warranties on behalf of clients

• Track warranty status and ensure timely delivery

• Request preliminary ALTA statements

• Coordinate with title companies

Compliance and Brokerage Requirements

• Ensure all brokerage compliance requirements are met

• Maintain accurate records per state regulations (3-5 year retention depending on state)

• Handle lead-based paint disclosures and other required forms correctly

Closing Coordination

• Provide regular closing updates to all parties

• Schedule lockbox and sign pick-up

• Ensure all final documents are signed and submitted

• Confirm successful closing

Communication Management

• Respond to transaction-related emails within 24 hours

• Update dates and timelines based on amendments

• Keep all parties informed throughout the process

Why Every Busy Agent Needs a Transaction Coordinator

1. Reclaim Your Time

When you're managing three or more transactions per month, the administrative workload can easily consume 10-15 hours per week. That's time you could spend prospecting, showing homes, networking, or simply enjoying life outside of work. A transaction coordinator gives you that time back.

2. Reduce Stress and Overwhelm

Missing a deadline or compliance requirement isn't just stressful—it can be costly. With a dedicated TC monitoring every detail, you can sleep better knowing nothing will slip through the cracks.

3. Avoid Compliance Issues

Each state has different requirements for escrow deposits, agency disclosures, forms, and record retention. Florida requires next-business-day escrow delivery and 5-year record retention. Georgia has 48-hour deposit expectations and uses GAR forms. South Carolina requires SCR110 disclosure at first contact and has specific broker-in-charge trust duties.

A knowledgeable TC stays current on these requirements and ensures your transactions are compliant across all jurisdictions.

4. Improve Client Experience

When transactions run smoothly, clients notice. They appreciate timely updates, quick responses, and a seamless closing process. This leads to better reviews, more referrals, and repeat business.

5. Scale Your Business Without Hiring Full-Time Staff

Hiring, training, and managing an in-house admin comes with overhead costs, benefits, and management responsibilities. Working with a transaction coordinator gives you professional support on a pay-per-transaction basis—no HR headaches, no fixed costs when business is slow.

6. Focus on Your Zone of Genius

You became a real estate agent to help people find their dream homes and build wealth through real estate—not to chase paperwork and update MLS listings. A TC handles the details so you can focus on sales, relationships, and growing your business.

Common Concerns Agents Have About Hiring a TC

"Can I afford it?"

Transaction coordination typically costs between $200-$500 per transaction. When you consider the time saved (10+ hours per transaction), the stress reduced, and the ability to take on more clients, the ROI is clear. Plus, you only pay when you close—no fixed overhead.

"Will I lose control of my transactions?"

Not at all. A good TC works as an extension of your team, keeping you informed and in the loop while handling the administrative heavy lifting. You maintain full oversight while delegating the details.

"What if my clients have questions?"

Your TC handles transaction-related questions and updates, but you remain the primary point of contact for your clients. This actually enhances your relationship because you're not bogged down in paperwork—you're available for the conversations that matter.

When Is the Right Time to Hire a Transaction Coordinator?

If you're experiencing any of these signs, it's time to bring on a TC:

• You're closing 3+ transactions per month consistently

• You're working 10-12 hour days just to keep up with admin tasks

• You've missed deadlines or had compliance issues

• You're turning down new clients because you're at capacity

• You want to grow your business but feel stuck in the weeds

• You're spending more time on paperwork than prospecting

What to Look for in a Transaction Coordinator

Not all TCs are created equal. Here's what to look for:

• Licensed and knowledgeable: Your TC should hold a valid real estate license and understand compliance requirements in your state

• Proactive approach: Look for someone who anticipates issues before they become problems

• Quick response time: 24-hour turnaround on emails and updates is standard

• Multi-state experience: If you work across state lines, find a TC familiar with different state requirements

• Technology proficiency: Your TC should be comfortable with modern transaction management platforms

• Attention to detail: This role requires meticulous organization and follow-through

How Taylor Transactions Supports Real Estate Agents

At Taylor Transactions, we bring a personal touch to professional transaction coordination. As a working mom with two toddlers and a passion for organization, I understand the importance of efficiency, reliability, and proactive communication.

We serve over 200 real estate agents across Florida, Georgia, and South Carolina, handling approximately 80 transactions per month. Our clients stay with us for 12+ months on average because we deliver:

• 24-hour response times: We're on top of your transactions so you don't have to be

• Proactive problem-solving: We catch issues before they become emergencies

• Multi-state expertise: We know the compliance requirements for FL, GA, and SC

• Strategy-driven approach: We don't just check boxes—we optimize your transaction workflow

• Exceptional quality: We're detail-obsessed so you can be client-focused

Plus, we offer social media management services (monthly newsletters and property posts) for agents who want a complete back-office solution.

Ready to Focus on What You Do Best?

If you're tired of drowning in paperwork and ready to reclaim your time, energy, and sanity, it's time to bring on a transaction coordinator.

At Taylor Transactions, we handle the details from contract to close so you can focus on building relationships, closing deals, and growing your business.

Ready to get started? Visit www.taylortransaction.com to learn more about our services and how we can support your success.

Because you shouldn't have to choose between growing your business and maintaining your sanity. With the right transaction coordinator, you can have both.