What Is a Transaction Coordinator?

Once acquisitions has a signed contract, the file passes to the coordinator. The TC opens title and sends the contract and earnest money details, confirms receipt of the deposit, calendars every deadline, such as inspection periods and closing dates, and keeps a checklist of outstanding items. As buyers appear, the TC circulates the assignment or second contract, collects proof of funds and signatures, orders or tracks the title commitment, and requests the draft settlement statement for review. Regular status updates keep everyone aligned.

The TC is the person who keeps a wholesale business’s volume from turning into chaos. Acquisitions and disposition managers keep generating new deals, and without a dedicated owner for each file, a missed deadline or forgotten signature can cost a deal, an earnest money deposit, or a relationship. Many teams place the role with a remote assistant working from checklists inside the CRM. On a VA Horizon calling engagement the callers’ job ends at the qualified lead, so contract-to-close work belongs to a coordinator on the client’s side.

Trouble starts with unclear handoffs. If acquisitions assumes the TC has the latest seller changes, or dispo assumes the TC chased the buyer’s funds, deadlines slip. A coordinator should not negotiate price, interpret contract language for a party, or advise on legal questions; those belong to the deal owner or an attorney. Some states restrict who may perform certain tasks in a real estate transaction, so the role should be scoped with local rules in mind. Written checklists, a single shared file, and one owner per deadline prevent most problems.