Transaction Coordinator Responsibilities

Transaction Coordinator Responsibilities

A Transaction Coordinator (TC) supports your file from listing or contract through closing, keeping documents, deadlines, and communication on track.

Core Responsibilities

Setup & File Creation

  • Create the Dotloop loop and add all transaction contacts and public record details.

  • Keep all folders submitted for review and files organized in Dotloop.

MLS & Property Documents

  • Enter listing data and upload attachments to the MLS.

  • Download and file the MLS sheet, public record, and MLS attachments.

Communication

  • Send the cooperating agent a packet with signed contracts, addenda, deadlines, and a transaction contact list.

  • Send lender/title the signed contracts and addenda, key deadlines, commission and licensing info.

  • Send a welcome email to the client with a PDF of signed contracts, disclosures, deadlines, and important transaction details.

  • Request client reviews at the appropriate time.

Coordination & Logistics

  • Coordinate inspections and the final walk-through.

  • Track receipt of HOA documents, approvals, and questionnaires.

  • Collect utility information for the buyer.

  • Track/collect repair receipts.

  • Draft additional addenda as needed (per your direction).

Deadline & Milestone Tracking

Track and follow up on all contract milestones, including:

  • Earnest money deposits

  • Loan application

  • Inspection period

  • Appraisal

  • Title commitment

  • Loan approval

  • Closing Disclosure

  • Closing date and logistics

Closing & Compliance

  • Prepare the Commission Disbursement Authorization (CDA).

  • Ensure all required documents are complete and submitted for compliance review.


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