Virtual Assistant Services
Real Estate Transaction Coordinator Services
Every real estate transaction has 50+ deadlines, 20+ documents, and at least four parties whose actions need to be coordinated against a contract date that does not move. The agents who close consistently are not the ones who manage every transaction detail themselves — they are the ones who have a dedicated transaction coordinator running the contract-to-close process so they can focus on the next listing and the next client. The Human Capital provides that transaction coordinator at a fraction of what a local TC firm charges per file, and with the consistency and quality that protects your license and your closing percentage.
Our real estate transaction coordinators work inside your existing transaction management platform — dotloop, Skyslope, Brokermint, Paperless Pipeline — and your CRM (Chime, Follow Up Boss, kvCORE, BoomTown) to manage every active file from accepted offer through funded close. Document collection, deadline tracking, contingency monitoring, compliance review, vendor coordination, and clear weekly communication to clients and cooperating agents — all handled inside your systems by a dedicated team member. Starting at $700 per month with unlimited transactions, not the $300-$500 per file most TC firms charge.
What Your VA Handles
Scope of support.
Contract-to-Close File Management
Every accepted offer triggers a structured contract-to-close workflow inside your transaction management system. Your transaction coordinator opens the file, captures every contract date and contingency, builds the deadline calendar, identifies the documents needed from each party, and sends the initial communication to client, cooperating agent, lender, title, and inspector. By the end of day one on every new file, the entire transaction has a clear plan and every party knows what they owe and when.
Deadline and Contingency Tracking
Missed deadlines are how earnest money gets lost and license complaints get filed. Your TC tracks every contract date — inspection period, financing contingency, appraisal deadline, title objection period, closing date — and sends proactive reminders to the parties responsible for each. Contingency removals are tracked, documented, and confirmed in writing. When a deadline is at risk, you are notified before it becomes a problem rather than after.
Document Collection and Compliance Review
Your TC collects every document required by your brokerage compliance checklist — disclosures, addenda, lender documents, title commitment, HOA documents, inspection reports, repair amendments — uploads them to the correct file in your transaction management platform, and reviews each for completeness and signatures before flagging missing items. Brokerage compliance audits become a non-event because every file is already organized to the brokerage standard before it closes.
Client and Cooperating Agent Communication
Buyer and seller anxiety during a transaction is almost entirely a function of communication frequency. Your TC sends a structured weekly update to your clients summarizing what has happened this week, what is coming next week, and any actions required from them. Cooperating agents receive the same professional communication, eliminating the back-and-forth that consumes most agents' transaction time. Clients close with a clear understanding of the process and a positive impression of your operation.
Vendor and Service Provider Coordination
A transaction touches inspectors, appraisers, title companies, lenders, surveyors, HOAs, and repair contractors. Your TC manages scheduling and follow-up with every vendor in the transaction, confirms appointments, retrieves reports and documents, and chases the calls that need to be made to keep the file moving. The transaction stays on track because someone is actively driving it forward rather than waiting for vendors to follow up on their own.
CRM Updates and Pipeline Reporting
Your TC keeps your CRM current as the source of truth on every active transaction — stage progression, expected close date, gross commission, file status notes — so your weekly pipeline review reflects reality rather than memory. Closed transactions are properly archived, commissions are logged, and post-close follow-up sequences are triggered automatically. Your business intelligence improves because your data is finally clean.
Post-Close Follow-Up and Referral Generation
Most of an agent's future business comes from past clients — but only if those past clients are nurtured after the close. Your TC manages the post-close follow-up workflow: closing gift coordination, anniversary follow-ups, referral request sequences, review and testimonial requests, and ongoing touch campaigns inside your CRM. The clients you closed last year remain a source of new business this year rather than disappearing into your CRM archive.
Tools & Platforms
Your VA works in your stack.
Who This Is For
Built for businesses like yours.
Solo agents producing 12+ transactions per year who have hit the ceiling of what they can manage personally and need transaction support to scale into a more profitable practice.
Real estate teams of 2-10 agents that need centralized transaction coordination but cannot justify the $50,000+ salary of an in-house TC or the $300-$500 per file cost of a third-party TC firm.
New brokerages and team leads who need a consistent compliance-ready transaction process from day one rather than letting each agent run their own ad-hoc process.
Investor-focused agents and groups managing high transaction volume on lower-margin deals where per-file TC pricing makes the math impossible.
The Cost Comparison
What the alternatives actually cost.
| Role | Local Hire | Freelancer | THC |
|---|---|---|---|
| Transaction Coordinator | $48,000–$65,000/yr in-house OR $300–$500 per file outsourced | Per-file freelance TCs: $250-$450/file, no team relationship | $700–$1,300/mo unlimited transactions, dedicated, system-integrated |
An in-house transaction coordinator costs $48,000–$65,000 per year in base salary plus benefits and overhead — typically $60,000–$85,000 fully loaded. Per-file TC firms charge $300-$500 per closed transaction, which adds up fast for active agents and teams: a 30-transaction year is $9,000-$15,000 in TC fees alone. The Human Capital provides a dedicated transaction coordinator for $700-$1,300 per month with unlimited active transactions — meaning the cost per file drops as your volume grows rather than scaling linearly. For an agent or team closing 20+ transactions per year, the savings against per-file pricing are substantial. For a team closing 50+, the savings are transformative.
Case Study
Real results from real clients.
Challenge
A four-agent real estate team was managing 80+ transactions per year through a combination of personal transaction management by each agent and ad-hoc help from a part-time assistant — resulting in inconsistent compliance, frequent missed deadlines, and significant agent time consumed by tasks that did not require their license.
Solution
The Human Capital placed a dedicated transaction coordinator to take over contract-to-close management for every team file inside dotloop and the team's Follow Up Boss CRM. A standardized contract-to-close workflow was built and applied to every transaction, and weekly client communication was systematized across the team.
Result
Within 90 days, every active transaction was running through the same compliance-ready workflow. Agents recovered 8-12 hours per closed transaction that had previously been spent on coordination work. The team's closing rate held steady while individual agent transaction capacity increased materially — meaning more closings without adding licensed headcount.
Getting Started
Four steps to a dedicated VA.
Book a free 15-minute strategy call so we can understand your current transaction process, your brokerage compliance requirements, your CRM and transaction management platforms, and your typical transaction volume.
We match you with a transaction coordinator experienced in your platforms and market — typically within 48 hours of your strategy call.
Your TC completes a structured onboarding week covering your transaction management system, your CRM, your compliance checklist, your client communication templates, and your team's preferred workflow.
By week two, your TC is managing your active pipeline — opening new files, tracking deadlines, communicating with clients and cooperating agents, and delivering you the time to focus on listings and clients.
FAQ
Common questions.
How many transactions can my TC handle per month?
A dedicated full-time TC can typically manage 20-30 active transactions concurrently, depending on transaction complexity and the level of communication your team expects. Part-time TC engagements scale proportionally. If your transaction volume grows beyond what a single TC can handle, the same Client Manager structure makes it straightforward to add a second TC to your account without changing your day-to-day experience.
Do you work in dotloop, Skyslope, Brokermint, and other platforms?
Yes. Our transaction coordinators are trained on the major transaction management platforms — dotloop, Skyslope, Brokermint, Paperless Pipeline — and on the major real estate CRMs — Chime, Follow Up Boss, kvCORE, BoomTown. If your team uses a less common platform, your TC receives platform-specific training during onboarding before going live on your files.
Are your TCs licensed real estate agents?
Our TCs are not licensed agents — and that is by design. A licensed agent working as a TC creates compliance complexity around dual roles and tends to migrate toward client-facing work that is not the TC scope. Our TCs are dedicated transaction coordination professionals who specialize in the back-office function and stay focused on the work that keeps your files on track.
How do you handle brokerage compliance requirements?
During onboarding, your TC documents your brokerage's specific compliance checklist — required disclosures, addenda, signature requirements, document retention rules — and applies that checklist to every file. Your broker can audit any active or closed file in your transaction management system at any time and see a consistent, compliant document set. Most clients find their broker reviews become significantly easier within the first month of TC engagement.
How does pricing work compared to per-file TC firms?
Per-file TC firms charge $300-$500 per closed transaction. At a flat $700-$1,300 per month with unlimited transactions, our pricing matches per-file pricing at roughly 3-4 transactions per month and becomes cheaper at every transaction above that. Active agents and teams closing 10+ files per month find our pricing dramatically cheaper than per-file alternatives, and they get a dedicated team member rather than a rotating assignee.
Related Services
Extend your support.
Get Started
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Book a free 15-minute strategy call. We will match you with a dedicated VA trained in your service within 48 hours.