Table of Contents

Real estate brokers and agents can choose between per-file and dedicated transaction coordinators to help close their sales.  

Per-file real estate transaction coordination is primarily an automated process. A dedicated transaction coordinator (TC) personally handles your closings. Both options have advantages and benefits. 

This article will discuss these two methods and help you decide which is better for you and your business.

Let’s start by better understanding these two ways of closing real estate deals.

Transaction Coordinator Services – Two Options

Transaction Coordinator Services - Two Options

Various transaction coordination models exist. Two of the more popular are per-file services and working with a dedicated transaction coordinator.

Let’s look at these options more closely to help you decide which might be better for you.

Per-File Transaction Coordinator

Per-File Transaction Coordinator

Per-file transaction coordination usually involves a transaction coordinator leveraging coordination management software to shepherd real estate sales to closing.

This method of transaction coordination typically appeals to agents with sporadic or lower sales volumes. It allows the agent to access transaction coordinator services when needed rather than regularly employing a TC. 

This innovative approach significantly streamlines the transaction process through automation. 

Here’s an overview of how it works:

  • Agents upload their real estate transaction files and provide instructions to the system
  • The coordinator software then manages the intricate details of the deal automatically
  • Experienced transaction coordinators oversee the system, ensuring smooth progress

Agents have complete access throughout the process. They can access the system anytime to monitor progress, track deadlines, and review documents. 

If issues arise, a TC intervenes promptly to minimize delays and ensure successful closings.

This automated system offers several key advantages:

  • It frees up agents’ time by reducing manual data entry and constant communication, allowing them to focus on clients
  • Automation leads to faster transaction closings
  • It provides a cost-effective solution for agents with lower sales volumes, offering professional transaction management without the cost of a full-time coordinator

The only potential drawback is the reduced ability to personalize or customize the transaction process.

Next, let’s look at the other model: a dedicated transaction coordinator.

Market Leading

Real Estate Transaction Coordinators

Hand off your transactions, media, and marketing to a real estate TC.

A Dedicated Real Estate Transaction Coordinator

A Dedicated Real Estate Transaction Coordinator

The dedicated transaction coordinator (TC) model involves partnering with a single TC for all your transactions. 

You can hire a dedicated TC full-time or part-time, allowing for a perfectly tailored arrangement.

A dedicated transaction coordinator offers numerous advantages for real estate professionals, streamlining operations and enhancing overall efficiency. 

Here are some key benefits of working with a dedicated transaction coordinator:

  • By offloading time-consuming administrative tasks, a dedicated TC allows agents to concentrate on core revenue-generating activities
  • The TC understands your specific preferences and workflows
  • Tailored communication and support based on your individual needs
  • A predictable and reliable level of service for every transaction
  • A dedicated TC’s expertise and attention to detail minimize the risk of costly mistakes

Overall, a dedicated transaction coordinator provides invaluable support to real estate professionals, allowing them to enhance their productivity, improve client satisfaction, and achieve expanded business success.

While dedicated TCs can work in-office or virtually, the real estate industry is increasingly adopting the model of virtual dedicated TCs. 

Several factors, including the following, are driving this industry change: 

  • Technological innovations like cloud-based platforms enable high-quality service delivery from anywhere
  • Access to a broader talent pool allows agents to find top-tier expertise regardless of location
  • Virtual coordinators offer greater flexibility and cost-effectiveness
  • Virtual dedicated coordinators often use specialized software and tools to streamline transactions

This trend toward virtual dedicated TCs signifies an industry evolution, empowering agents to prioritize client relationships and business growth while ensuring smooth, successful transactions.

Now, let’s compare the two models of transaction coordination.

Per-File vs a Dedicated Transaction Coordinator

Per-File vs a Dedicated Transaction Coordinator

Both models of transaction coordination have advantages and benefits. Which model is better depends on your sales volume and business needs.

Per-file coordination is ideal for agents with fluctuating transaction volumes or those seeking a cost-effective solution for occasional support. 

This model offers the following key advantages:

  • Agents pay only for their transactions, minimizing overhead during slower periods
  • Access to professional coordination services without the commitment of a full-time or part-time hire
  • It provides a cost-effective way for newer agents to experience professional transaction management and learn best practices

Dedicated coordination, on the other hand, offers significant benefits for agents with consistent or high transaction volumes:

  • Consistent and personalized service: A dedicated TC becomes familiar with the agent’s specific processes and preferences, providing tailored support
  • Fosters better communication and collaboration, leading to smoother transactions
  • A dedicated TC can anticipate and proactively address potential issues, minimizing delays 
  • By offloading all transaction management, agents can dedicate more time to building client relationships and generating new business

While dedicated coordination involves a higher investment, the increased efficiency, personalized service, and focus on revenue-generating activities can lead to significant returns. 

Ultimately, the best choice depends on the agent’s needs, transaction volume, and business goals. 

Agents with consistently high volume and a focus on client relationships benefit most from a dedicated coordinator. In contrast, those with fluctuating volume or budget constraints may find per-file coordination more suitable.

Finally, the question arises: Where can you find the best per-file and dedicated transaction coordinators?

Let us show you.

Market Leading

Real Estate Transaction Coordinators

Hand off your transactions, media, and marketing to a real estate TC.

We Are Here for All Your Transaction Coordination Needs

AgentUp offers the full range of real estate transaction coordination solutions to meet your business needs. 

AgentUp Dedicated Transaction Coordinators
AgentUp Dedicated Transaction Coordinators

You can choose from the below options:

  • Work with a dedicated transaction coordinator for all your transactions at competitive pricing 
  • Take advantage of affordable and high-quality per-file transaction coordination for $299 

AgentUp offers a talented network of expertly trained real estate transaction coordinators. 

Our transaction coordination team’s strengths include the following:

  • Deep Expertise: Our coordinators possess a strong understanding of US real estate industry practices and sales processes
  • Global Reach: All of our coordinators are fluent in English and adept at managing transactions across different time zones
  • Ongoing Training: Each coordinator completes rigorous training, including a comprehensive 40-hour course covering US real estate and sales processes

Regardless of your chosen service model, AgentUp ensures your transactions receive expert, dedicated attention.

Let Us Help You Select the Best Real Estate Transaction Coordinator Services

Let us help you find the right transaction coordinator solutions for your business.

We offer a free, 15-minute consultation call to discuss your options, including the following:

  • Your specific professional and business needs
  • The AgentUp TC service options that are best suited for you
  • The costs associated with each option

We’re available to talk at your convenience. 

Schedule a free consultation call today to explore the most affordable options for your real estate business.

AgentUp TCs Do More Than Closings

AgentUp offers more than exceptional TC services. We also specialize in real estate marketing. We provide agents and brokers with powerful tools to market their services and listings effectively.

Each of our TCs is a fully trained and experienced real estate marketing specialist. This means your TC can manage your business promotions, social media presence, and other marketing initiatives when they are not focused on closings.

Furthermore, they utilize the latest, most innovative marketing tools to help you sell more listings and attract new clients:

Sign up for a free AgentUp account today to explore all we offer.

Creating an account is easy and takes less than a minute. As a bonus, you’ll receive 10 free credits that you can use toward any of our services.

We appreciate you reading this post comparing the benefits of per-file and dedicated real estate transaction coordination. If you liked this post, then please take a look at these other related articles:

Gregory Gronbacher

Real Estate Sales Agent / Professional Blogger

Gregory is a real estate sales agent and a state-certified instructor of real estate licensing and law. Originally from New York City, he's called Grand Rapids, Michigan home since 1995.

Connect with Gregory