Transaction Coordination

Transaction Coordinator Job Description: Duties and Skills

A phase-by-phase list of a real estate transaction coordinator's duties, the line between TC work and licensed activity, the skills that matter and a job description template for hiring.

Ijharul Islam October 17, 2026 6 min read

A real estate transaction coordinator manages the administrative side of a deal from executed contract to closing: opening the file, tracking every deadline, collecting and checking documents and signatures, keeping clients, agents, lender and title or escrow informed, and closing out a complete file for the broker. Coordinators generally don't negotiate or advise clients on terms.

More on this topic: TC and brokerage operations, every guide in one place.

Below are the duties phase by phase, the tasks that belong to the licensed agent instead, the skills worth hiring for, and a job description you can copy and adapt. If you're building a coordination team, see Closingbird for TC teams.

Key takeaways

A TC owns the process after the contract is signed: dates, documents, signatures, updates and a clean file.
Negotiating, advising on terms and other licensed activity stay with the agent. Where the line falls depends on your state.
Hire for contract literacy, follow-up and written communication over software skills.
Measure a TC on missed deadlines, files returned by compliance and how quickly files are closed out.

Transaction coordinator duties, phase by phase

Phase	Typical duties
Intake	Receive the executed contract and addenda; confirm the side represented, parties and contact details; confirm the TC fee and who pays it
File setup	Enter acceptance and closing dates; build the deadline list; add the checklist and required documents; send the introduction email to all parties
Earnest money and early items	Confirm the deposit reached escrow or title; request seller disclosures and HOA documents; share the escrow or title contact
Inspections and contingencies	Schedule inspections and appraisal; remind the agent before each contingency deadline; track notices and responses
Financing and title	Follow the loan with the lender; collect title commitment and payoff information; flag anything that threatens the closing date
Changes	Update dates when an amendment or addendum is signed; tell every party what changed
Pre-closing	Confirm the closing appointment, walkthrough and utilities; collect final documents; prepare commission paperwork where the brokerage asks
Close-out	Submit the file for compliance review; fix anything returned; archive the complete file; invoice the fee

The details depend on the side (buyer or listing), the state's forms and the agent's preferences. For a step-by-step version, see the transaction coordinator checklist.

What a transaction coordinator doesn't do

Unless they are licensed and authorized by their broker, TCs usually stay out of anything that is brokerage activity in their state: negotiating with the other side, advising clients on price or terms, explaining what a clause means for a client's position, or writing offers. Texas's real estate commission, for example, says unlicensed assistants cannot review a contract or facilitate a transaction. Other states draw the line differently, so write the boundary into the job description and the TC agreement.

Skills and qualifications to hire for

Working knowledge of the local purchase contract, addenda and disclosure forms.
Accurate date handling: calendar vs business days, and what moves when closing moves.
Clear, short written communication with clients, agents, lenders and title or escrow.
Persistent, polite follow-up.
Comfort with transaction management, e-signature and document tools.
Discretion with personal and financial information, and awareness of wire fraud.
A real estate license, if your state or brokerage requires one for the tasks in the role.

Transaction coordinator job description template

Copy this and adjust it to your state, your brokerage's policies and the license question.

Role summary

We're hiring a transaction coordinator to manage our residential transactions from executed contract to closing. You'll keep every deadline, document and party on track so our agents can focus on clients, and hand our broker a complete file on every deal.

Responsibilities

Open each file within one business day of receiving the executed contract: dates, parties, checklist and required documents.
Track every contract deadline and remind the responsible agent before it is due.
Request, collect and check documents and signatures; follow up until the file is complete.
Send regular status updates to agents and clients, and coordinate with lenders, title or escrow, and inspectors.
Update the file when amendments change dates or terms, and tell every party.
Submit files for compliance review and resolve anything returned.
Prepare commission paperwork when requested by the broker.

Requirements

Experience with residential real estate transactions in our state.
Strong organization, attention to detail and written communication.
[Real estate license: required / preferred / not required, per our state's rules and our broker's policy.]

What success looks like

No missed contract deadlines.
Files reach compliance complete, with few returned for corrections.
Agents and clients rarely have to ask “where are we?”

How a TC's work is measured

Measure	Why it matters
Missed or late deadlines	The core of the job; one missed contingency can cost a client their deposit
Files returned by compliance	Shows how complete and accurate files are
Time from closing to file close-out	Shows whether loose ends are tied up
Agent and client feedback	Whether people feel informed without chasing
Active files per coordinator	Workload balance; see how many files a TC can handle

Pay

Employee TCs are usually paid a salary or hourly wage; independent TCs usually charge a flat fee per file. The Bureau of Labor Statistics doesn't publish a separate occupation for transaction coordinators, and pay varies a lot by market, so check current local postings. For independent fee models, see how much transaction coordinators charge.

Frequently asked questions

What does a transaction coordinator do in real estate?

A TC manages the administrative work from executed contract to closing: deadlines, documents, signatures, scheduling and updates to every party, then a complete file for the broker.

Is a transaction coordinator the same as a real estate assistant?

Not quite. An assistant may help with marketing, listings and admin across an agent's business. A TC focuses on transactions under contract. Some people do both.

Does a transaction coordinator need a license?

It depends on your state and the tasks. Some states allow unlicensed TCs to do administrative work; licensed activity like negotiating stays with agents. Check your real estate commission's guidance.

What is the difference between a listing coordinator and a transaction coordinator?

A listing coordinator handles the work before a property is under contract: listing paperwork, photos and MLS setup. A TC takes over once there is an executed contract. Some TCs offer both.

Who does a transaction coordinator work for?

Either an agent, team or brokerage as an employee, or several agents as an independent contractor. The broker remains responsible for supervising the file either way.

Run it in Closingbird

Give every coordinator the same checklist, deadlines and view of every file, and see each person's active files on one team page. Start a free trial (14-day free trial, no credit card required) or see pricing.

Sources

Checked in October 2026. Rules and prices change, and many vary by state, so confirm with the source, your state's real estate commission or your broker before you rely on them.

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