TC coordinators are a vital part of real estate brokerages and sales businesses across the nation.
As real estate transactions have grown more complex, in terms of more disclosures, tighter timelines, and higher compliance expectations, the role of the TC coordinator has shifted from a “nice-to-have” to a mission-critical one.
Yet despite relying heavily on transaction coordinators, many agents make common mistakes that unknowingly undermine the value of that relationship.
Let’s take a look at the common mistakes agents make when working with a TC coordinator and discuss ways to fix them.
7 Mistakes Agents Make When Working With a TC Coordinator
Transaction coordination is intended to increase efficiency and limit errors. Unfortunately, many agents make mistakes that erase these benefits.
Below are the 7 most common mistakes agents make when working with a TC coordinator, along with practical ways to fix them and unlock the full value of the partnership:
Mistake #1: Treating the TC Coordinator as an Afterthought⏩
One of the most common mistakes agents make is bringing the TC coordinator into the transaction too late.
This approach unintentionally limits the TC’s effectiveness. Instead of helping establish a clean, organized transaction from the beginning, the coordinator must chase missing items, clarify rushed instructions, and work under unnecessary pressure.
The underlying issue is often habit. Many agents built their businesses before they had a TC and still operate as though the coordinator is there to “clean things up.”
How to Fix It
The solution is to treat your TC coordinator as part of the transaction from the outset, not a late-stage add-on.
When the TC is involved early, they can spot potential issues before they become problems and help create a clear roadmap for the transaction.
Practical changes that make a difference include the following:
- Introducing the TC coordinator to the transaction immediately after mutual acceptance, rather than days later
- Including the TC on initial contract review so timelines, contingencies, and compliance requirements are apparent from the start
- Positioning the TC to clients as a professional partner in the process, not merely a back-office assistant
Early involvement shifts the TC’s role from reactive to proactive—and that alone can dramatically reduce stress and errors.
Mistake #2: Unclear Expectations🤔
Another frequent mistake is failing to define the TC coordinator’s responsibilities clearly.
Agents often assume the TC “knows what to do,” while the TC assumes the agent will clarify priorities and boundaries. This gray area is where frustration grows.
Without clearly defined expectations, tasks may fall through the cracks, or the TC may take on responsibilities the agent never intended to delegate.
Over time, this leads to confusion, resentment, and inefficiency.
How to Fix It
Clear expectations are the foundation of a successful TC relationship. Agents should take the time, ideally before working together, to outline roles and responsibilities in writing.
A strong expectation framework includes clarity of a TC coordinator’s expected duties around the following tasks:
- Which documents does the TC coordinator prepare, track, submit, and audit for compliance?
- Who is responsible for communication with escrow, lenders, inspectors, and cooperating agents?
- What turnaround times are expected for document review, client communication, and deadline tracking?
- What decisions or actions must always remain with the agent or broker?
This fix doesn’t require a long manual. Even a simple scope-of-services document can eliminate guesswork and protect both parties from misaligned assumptions.
Mistake #3: Inconsistent Communication📢
Even highly skilled TC coordinators struggle when communication is scattered or unclear.
Agents may send instructions via email, text, transaction software, and verbal messages that sometimes contradict one another.
Inconsistent communication leads to delays, errors, and unnecessary follow-up questions. It also increases the risk of misunderstandings around urgency and priority.
How to Fix It
Successful agents treat communication with their TC coordinator as a system, not an afterthought. They establish consistency and clarity, enabling the TC to operate efficiently.
Improved communication with a TC coordinator often involves:
- Choosing one primary communication platform for transaction-related instructions and updates
- Providing complete, well-organized information instead of sending multiple partial messages
- Clearly identifying urgent items rather than assuming urgency is obvious
- Establishing expectations for response times and update frequency
When communication is predictable and structured, the TC coordinator can focus on execution rather than interpretation.
Mistake #4: Assuming the TC Coordinator Owns Compliance❌
This mistake carries the highest risk. Some agents subconsciously treat the TC coordinator as the person ultimately responsible for compliance.
When agents disengage from compliance oversight, essential details can be missed, not because the TC is careless, but because compliance requires informed professional judgment.
How to Fix It
The most effective agents view compliance as a shared responsibility. The TC coordinator manages the process, while the agent maintains final oversight and accountability.
Best agent-TC coordinator compliance practices include:
- Personally reviewing key disclosures and contracts, even when the TC prepares or organizes them
- Staying current on brokerage and state compliance requirements rather than relying solely on the TC
- Using compliance checklists collaboratively, not passively
- Confirming broker-specific submission standards for every transaction
A TC coordinator supports compliance; they never replace professional responsibility.
Market Leading
Real Estate Transaction Coordinators
Hand off your transactions, media, and marketing to a real estate TC.
Mistake #5: Expecting the TC to Work Without Systems💻
Many agents expect a TC coordinator to intuitively understand their preferences, workflows, and standards without being given any guidance.
This leads to inconsistency, repeated clarification, and frustration on both sides. No matter how experienced a TC is, they cannot read minds.
How to Fix It
Providing systems, even simple ones, transforms the TC relationship. When coordinators understand how you like things done, they can execute more quickly and consistently.
Helpful transaction coordination systems include:
- Standard transaction checklists that reflect your brokerage’s requirements
- Templates for emails, status updates, and client communications
- Clear naming conventions for documents and files
- Defined timelines for when tasks should be completed or escalated
Agents who invest a little time upfront in systems gain significant efficiency over time.
Mistake #6: Viewing the TC Coordinator as a Cost Center💲
Some agents evaluate a TC coordinator purely by their per-transaction fee, rather than by the value they create.
This mindset often leads agents to underutilize the TC or hesitate to delegate.
The irony is that this approach usually costs agents more in time, stress, and missed opportunities than the TC fee ever would.
How to Fix It
Reframe the TC coordinator as a business investment. A skilled TC enables agents to focus on revenue-generating activities instead of administrative work.
When used effectively, a TC coordinator positively contributes to the bottom line in the following ways:
- Frees up hours per transaction that can be redirected toward prospecting or client care
- Reduces the likelihood of costly compliance mistakes
- Improves the overall client experience through organization and responsiveness
- Allows agents to scale transaction volume without sacrificing quality
Agents who embrace this perspective grow faster and burn out less.
Mistake #7: Ignoring Client Experience🙋🏻♂️
From the client’s perspective, there is no distinction between agent and TC. Every email, update, and interaction reflects the agent’s brand.
When the TC coordinator is not aligned with the agent’s client experience standards, confusion and dissatisfaction can arise.
How to Fix It
Agents should intentionally integrate the TC coordinator into their client experience strategy.
This includes the following steps:
- Sharing brand voice, tone, and professionalism expectations
- Clearly defining which communications go to clients and which stay internal
- Coordinating messaging so clients are not overwhelmed or confused
- Ensuring the TC understands how to reinforce trust and confidence with clients
When aligned properly, the TC coordinator enhances—not dilutes—the agent’s reputation.
Final Thoughts: Elevating the TC Coordinator Relationship
A TC coordinator is far more than administrative support. When agents learn to work with their TC coordinator—rather than around them—transactions run smoother, stress decreases, and businesses become stronger.
When agents avoid these common mistakes and approach the relationship intentionally, the TC becomes a strategic partner—one who protects compliance, elevates client experience, and enables sustainable growth.
Now, we’d like to share one last piece of advice. Let us show you where you can find the best TC coordinators to partner with.
Market Leading
Real Estate Transaction Coordinators
Hand off your transactions, media, and marketing to a real estate TC.
Choose the Best: Partner With AgentUp TC Coordinators
AgentUp is a go-to partner for real estate agents and brokerages who want transaction coordination that is reliable, responsive, and genuinely easy to work with.
Our U.S.-based TC coordinators bring deep transaction experience and a calm, capable approach to every file.
Agents appreciate that partnering with AgentUp feels less like outsourcing and more like adding a trusted professional to their team.
Rather than simply tracking paperwork, AgentUp’s TC coordinators actively manage transactions with foresight and precision.
Our experienced TC coordinators support contracted sales by delivering hands-on, proactive service in three critical areas:
- Clear, Consistent Communication: Our coordinators provide timely updates, set clear expectations, and proactively reach out to all parties
- Strong Compliance Oversight: AgentUp TCs stay current with state regulations, brokerage requirements, and transaction standards
- Early Resolution of Issues: From missing documents to timeline concerns, our coordinators are trained to recognize potential problems before they escalate
AgentUp’s reputation for precision, professionalism, and ease of partnership has made us a preferred transaction coordination provider in the following states:
- Oregon
- Washington
- Florida
- Virginia
- Maryland
Agents in these markets rely on AgentUp because they know their TC coordinator will be responsive, detail-oriented, and committed to a smooth closing experience.
Transparent, Affordable Pricing
Working with an experienced TC coordinator shouldn’t be complicated or overpriced. AgentUp offers straightforward pricing designed to support agents at every stage of growth:
Transaction Coordination – starting at $399 per file
Listing Coordination – starting at $249 per listing
For a limited time, new clients can also enjoy $50 off their first transaction, making it even easier to experience the AgentUp difference.
Speak With an AgentUp TC Today
If you’re looking for transaction coordination that feels seamless rather than stressful, we’d love to talk.
Call an AgentUp TC at (888) 982-4368 or schedule a free TC consultation to learn how our experienced coordinators can support your business and answer any questions you may have.
Real Estate Marketing Solutions, Too
AgentUp goes beyond transaction coordination. Our comprehensive marketing solutions help agents elevate their brand and present every listing with creativity, professionalism, and emotional resonance.
From polished visuals to compelling property presentations, our marketing tools are designed to support agents who want their listings—and their business—to stand out.
Take a moment to explore AgentUp’s all-in-one platform for expert transaction coordination paired with high-impact real estate marketing support.
Thanks for reading. We hope you found this article informative as you consider the common mistakes agents make when working with a TC coordinator, and how to fix them.