A transaction coordinator provides administrative services that are among the most impactful in the real estate business.
The right transaction coordinator brings structure, clarity, and consistency to every transaction, freeing agents to focus on clients and growth.
Still, many Realtors are unsure where to begin when searching for one.
We’re going to outline practical, proven ways to find a great transaction coordinator, including traits to look for and how to search for one.
However, let’s start by reminding ourselves of the benefits of working with a transaction coordinator.
The Benefits of Partnering With a Transaction Coordinator
Working with a transaction coordination service or professional is one of the most effective ways for real estate professionals to elevate both their business and their client experience.
As transactions grow more complex and timelines become more compressed, having a dedicated professional to manage the details ensures nothing falls through the cracks.
Rather than juggling paperwork, deadlines, and compliance tasks, agents can focus on what they do best: advising clients, negotiating confidently, and growing their business with intention.
Consider some of the significant benefits of working with a transaction coordinator, including the following:
- Improved Accuracy and Compliance: Transaction coordinators are detail-driven specialists who ensure contracts, disclosures, and addenda are completed correctly, reducing the risk of costly errors or compliance issues
- Time Freedom for Agents: By offloading administrative tasks, agents reclaim hours each week that can be reinvested into prospecting and strategic planning
- Smoother, More Predictable Closings: Coordinators track deadlines, communicate with all parties, and proactively help transactions move forward with fewer surprises
- Enhanced Client Experience: Consistent communication and organized processes create a calm, professional experience for clients, increasing trust and satisfaction
- Scalability Without Burnout: Transaction coordination allows agents to handle more transactions without sacrificing quality or personal well-being
- Professional Support Behind the Scenes: Having a knowledgeable partner monitoring the transaction provides peace of mind and a second set of experienced eyes on every deal
Ultimately, a transaction coordinator is not just an administrative resource but a strategic asset.
By creating structure, reducing stress, and protecting both the transaction and the agent’s reputation, coordination support enables sustainable growth and higher-level service.
For agents who want to operate efficiently, confidently, and at scale, working with a transaction coordinator is a wise, forward-thinking investment.
With so many benefits, the next question becomes, what traits make for a great transaction coordinator to partner with? Let’s take a look.
4 Personal Traits of a Great Transaction Coordinator
A great transaction coordinator does far more than manage paperwork. They bring structure, calm, and confidence to one of the most complex parts of the real estate process.
While styles, transaction software tools, and systems may vary, the best coordinators consistently share a core set of traits that directly impact transaction success and agent peace of mind.
1. Accurate Attention to Detail 🎯
Real estate transactions are deadline-driven and document-heavy, leaving little room for error.
A great transaction coordinator is naturally detail-oriented and disciplined in their review process. They catch issues early, before they become delays or compliance problems.
Here are some of the specific compliance tasks they perform:
- Reviews contracts and disclosures thoroughly
- Tracks deadlines and contingencies without reminders
- Identifies missing signatures, initials, or forms proactively
- Maintains clean, well-organized transaction files
This level of precision protects both the agent and the client while ensuring transactions move forward smoothly.
2. Proactive Communication 📣
Strong communication is one of the most visible traits of an excellent transaction coordinator. Rather than waiting for problems to arise, they stay ahead of the transaction and keep all parties informed.
Proactive communication involves engaging in the following:
- Provides regular status updates without being prompted
- Communicates clearly with agents, clients, lenders, and title companies
- Flags potential issues early and suggests next steps
- Maintains a calm, professional tone even under pressure
Consistent communication reduces stress, prevents misunderstandings, and enhances the overall client experience.
3. Systems-Driven and Process-Oriented 💻
Great transaction coordinators rely on proven systems, not memory or improvisation. Their work is guided by structured workflows that ensure consistency across every transaction, regardless of volume.
Transaction coordination methods and processes vary, but most include the following features:
- Uses standardized checklists and intake procedures
- Follows a repeatable process from contract to close
- Leverages technology to track tasks and deadlines
- Adapts systems to accommodate different transaction types
A systems-driven coordinator brings predictability and scalability, making them invaluable as an agent’s business grows.
4. Calm, Reliable, and Solution-Focused 🧘🏻♀️
Transactions rarely go exactly as planned. A great transaction coordinator remains steady when issues arise and focuses on solutions rather than stress.
Their reliability creates confidence for everyone involved and reflects the following behaviors:
- Stays composed during delays, disputes, or last-minute changes
- Takes ownership of problems and follows them through to resolution
- Is dependable and consistent across all transactions
- Serves as a steady presence during high-pressure moments
This calm professionalism allows agents to stay client-focused while knowing the details are being handled competently.
In combination, these four traits—attention to detail, proactive communication, strong systems, and calm reliability—define what separates an average transaction coordinator from a genuinely great one.
Now you know the benefits and traits of a great transaction coordinator. Our next question is pivotal: How do you go about finding one?
Let’s examine some ways.
Market Leading
Real Estate Transaction Coordinators
Hand off your transactions, media, and marketing to a real estate TC.
4 Ways to Find a Great Transaction Coordinator
Finding a great transaction coordinator is rarely about stumbling onto the right person by chance.
In most cases, it’s the result of asking the right questions, consulting trusted peers, and doing focused research.
Because transaction coordinators work behind the scenes, the best ones are discovered through reputation, referrals, and a track record of consistent performance.
Below are 4 practical, research-driven ways to identify a transaction coordinator who will truly support and strengthen your business.
1. Ask Other Agents You Trust 💬
Your fellow agents are one of your most valuable resources when searching for a transaction coordinator. Agents who close transactions consistently have already tested what works—and what doesn’t.
Start with colleagues whose businesses you respect and whose transactions appear smooth and professional.
When asking other agents, listen for specifics rather than general praise. Practical and useful questions could include the following:
- Who do you currently use for transaction coordination?
- How long have you worked with them?
- What problems do they prevent or solve for you?
- How do they perform under tight deadlines or complex transactions?
Patterns matter. If you hear the same name or service recommended repeatedly, that’s often a strong indicator of reliability and quality.
2. Use Google Strategically 🌐
Google can be an effective research tool if used intentionally and strategically. Rather than browsing casually, search with purpose and evaluate results critically.
Look for transaction coordinators or services that clearly define their processes and niche target audiences.
As you review websites and listings, focus on credibility signals rather than marketing language. For example, look for the following items in your search:
- Consistent, detailed client reviews
- Clear explanation of services and scope
- Professional branding and communication
- Transparent pricing or service tiers
Pay close attention to reviews that mention responsiveness, organization, and proactive problem-solving. These traits matter far more than generic praise.
3. Check Online Agent Communities 👥
Agent-only communities are often where the most honest conversations happen.
Real estate Facebook groups, brokerage forums, Slack channels, and online discussion boards are rich sources of unfiltered insight. Search existing threads or ask for recommendations directly.
When reviewing responses, notice which names or services generate thoughtful endorsements rather than one-line comments. Ask yourself the following questions while you search:
- Are multiple agents recommending the same coordinator or service?
- Do comments mention consistency and long-term use?
- Are there warnings or red flags being shared?
- Do agents mention ease of communication and reduced stress?
Because these conversations happen peer-to-peer, they often reveal how coordinators perform in real-world conditions—not just ideal scenarios.
4. Interview Before You Commit 👩🏻💼
Even with strong referrals, it’s essential to speak directly with a transaction coordinator before moving forward. Treat this conversation as a professional interview, not a casual chat.
A coordinator’s clarity, confidence, and structure during this conversation often reflect how they will operate during active transactions.
Use the conversation to assess both competence and compatibility. You should focus on learning the following:
- How do you manage timelines and deadlines?
- What systems or checklists do you use?
- How often do you communicate updates, and in what format?
- How do you handle missing documents or unresponsive parties?
A great coordinator should explain their process clearly, anticipate concerns, and demonstrate calm authority. If the conversation feels disorganized, the transactions likely will be too.
All of our advice and tips are crucial considerations when looking for a great transaction coordinator. But there’s an easier way to proceed that will guarantee you find the best TC.
Market Leading
Real Estate Transaction Coordinators
Hand off your transactions, media, and marketing to a real estate TC.
Partner With AgentUp for Great Transaction Coordinators
AgentUp provides trained, systems-driven transaction coordinators supported by established workflows designed specifically for real estate agents.
Our service appeals to agents who want reliability without the challenges of managing individual contractors, and offers the following:
- Access to experienced, trained coordinators
- Standardized systems that reduce errors
- Consistent communication across transactions
- Scalability as transaction volume increases
Our team of U.S.-based TC coordinators delivers high-quality service and handles each transaction with accuracy, precision, and care.
In fact, AgentUp’s exceptional transaction coordinator services are the first choice of top-producing agents and brokers in the following states:
- Oregon
- Washington
- Florida
- Virginia
- Maryland
Our services are trusted, but they’re also affordable:
Transaction Coordination — starting at $399 per file
Listing Coordination — starting at $249 per listing
New clients can also currently receive $50 off their first transaction.
Call (888) 982-4368 or schedule a free TC consultation to learn how AgentUp’s experienced transaction coordinators can help grow your business.
Real Estate Marketing Support
We can also support your business beyond transaction coordination.
Our innovative real estate marketing solutions support agents at every stage of the listing process and help you gain visibility for your skills and expertise.
Our highly effective marketing tools include the following:
- Virtual tours
- Property websites
- Home flyers
- House portraits
- AI real estate photo editing
- Virtual staging
From outstanding transaction coordinators to result-oriented marketing support, AgentUp has what you need to take your business to the next level.
Take the first step toward business growth.
Sign up for a free AgentUp account today and learn more about all we offer. Creating an account takes less than a minute, and we don’t ask for your credit card information.
Thanks for reading. We hope this article showed you how to find a great transaction coordinator, especially if you don’t know where to start.