FAQ’S

What is a Transaction Coordinator?

A transaction coordinator mainly performs the administrative tasks involved in a real estate transaction. We handle all the paperwork, communications, tracking/scheduling of appointments, deadlines, and due dates, run compliance checks and more. Often times, a transaction coordinator that works with a team or brokerage handles all the above at a larger scale, manage agent rosters, attend/present at company meetings, assists with marketing (social media & direct mail), and more!

How will you keep me in the loop?

We email, text, and call our clients directly. Before we begin doing business together we will confirm communications preferences for our process with you and your clients. You will always be cc'd on all emails involving your transactions/projects. We can send you weekly pipeline emails to review what's upcoming and outstanding across all transactions and we can schedule a call (Phone, Zoom, Google Meet, Slack). Pipeline calls/meetings can be weekly, bi-weekly, or monthly. Please reach out to us if you would like to schedule a call.

What are you working hours?

Our hours are 9am-5pm Monday-Friday (EST). We are currently closed Saturdays, Sundays, and Holidays.

What systems do you use for transaction management or electronic signature retrieval?

We use our own systems to manage your real estate transactions. We are also familiar with and knowledgeable in several online systems/apps, such as: Dotloop, Skyslope, BackAgent, Realty Back Office (RBO), Real Smart Agent (RSA), TransactionDesk, Docusign, Google Drive, Gmail, Outlook, Asana, Aframe, Pipedrive, and more! We mainly use Dotloop for electronic signature retrieval and document storage, unless you or your brokerage offers/requires their own system for electronic signature retrieval.

How can I contact you and send you new transactions or projects/tasks?

Email is our preferred method of communication for all inquires, requests, and transactions. We are able to set up a process that best works for you for new file submissions once we begin doing business together. You can send us an email with the information/documents, we have a Google form available for you to fill out & submit, or you can use the ‘Submit New Transaction’ button on our website.

How can you help me if you are virtual?

A virtual transaction coordinator provides online administrative support for your real estate transactions. From the Offer stage to Post Closing, or Listing Appointment to Post Closing, you will have a designated coordinator handling tasks and communications for all of your transactions. Our team consists of transactions coordinators, listing coordinators, an admin assistant and a marketing/social media coordinator for social media services + templates, direct mail marketing, closing gifts and more.

How can you help me if you are virtual?

A virtual transaction coordinator provides online administrative support for your real estate business. From the Offer stage to Post Closing, or Listing Appointment to Post Closing, you will have a designated coordinator handling tasks and communications for all of your transactions. Our team consists of transactions coordinators, listing coordinators, an admin assistant and a marketing/social media coordinator for social media services + templates, direct mail marketing, closing gifts and more.

What are your fees?

Our transaction coordination fee for Seller and Buyer side transactions is $400/per transaction. Our pre-listing coordination services range from $25-$50/per listing, depending on what is needed. General document preparation is $25/per property. General tasks and administrative duties vary in price (please inquire). If you have questions about something you need assistance with, please reach out to us.

Will you communicate with my clients directly?

We are able to send out introduction communications, notify/follow up with them for documents and information needed, provide updates, and call/text when necessary, but it’s require that the designated agent communicates and negotiates with their client(s) directly throughout the process to avoid confusion or miscommunication.

Why should I hire you over an assistant?

We are a team of experienced and professional transaction coordinators and virtual administrators. We save you time since we are fully trained in-house and we use our own systems to manage our day to day processes and real estate transactions. There are no overhead costs because we are fully remote and we only charge a flat fee per transaction, file, or project/task. We would bring great value to your business because of our strong organizational skills, ability to think quickly and strategically, as well as our experience in the industry, online and in the field.

What is the benefit of hiring you as my designated transaction coordinator?

Hiring a transaction coordinator is a great way to streamline the process of buying or selling a home for your clients. We provide an essential service in making sure all paperwork is completed accurately and on time. We ensure that all parties involved in a sale are connected and in communication, plus confirm the property is on track to close on time. Our expertise also allows us to anticipate potential issues and help resolve them quickly and efficiently. We help you save time and money by reducing the risk of potential costly mistakes and delays. We limit the number of clients we work with every year so that we can always provide great service.

How to do we get started?

1. Schedule a Discovery Call - Click Here to Book A Call!

2. Receive a Proposal, sign Contract for services, and submit the Onboarding Form.

3. Onboarding begins & we can get started with our services!

How do you get paid?

We accept payments online and via check. We invoice our clients directly from Quickbooks (you will receive an invoice via email with a link to pay) or your broker may process the payments directly to us (if possible/available). The Invoices can be paid by credit card, debit card, PayPal, Venmo, or ACH bank transfer. We also accept payments via our business Venmo account (please inquire). All invoices/payments are due within 30 days. After 30 days, an invoice becomes past due. If there is one past due invoice, no other transactions or tasks will be accepted until the open invoice has been paid in full).

I'm trying to pay my invoice(s) and there is a $25 late fee showing up, what is it?

There is a $25.00 late fee applied to all past due invoices when payments are not received by the due date. All invoices/payments are due within 30 days. After 30 days, an invoice becomes past due and a $25.00 late fee is automatically applied. If there is one past due invoice, no other files or tasks will be accepted until the open invoice has been paid in full. These terms are listed in our independent contractor service agreement that we go over and both sign when we first begin doing business together.

Can you remove the $25 late fee on my past due invoice?

We do allow the removal of the $25.00 late fee payment one time. While we do allow this one-time removal, if there is one past due invoice, no other files or tasks will be accepted until the open invoice has been paid in full -- this can affect or delay our workflow. All invoices/payments are due within 30 days. After 30 days, an invoice becomes past due and a $25.00 late fee is applied.

Why do you charge a $25 late fee?

We understand that life can be unpredictable and there are moments where it can be difficult to make payments on time. However, late payments can cause a ripple effect of issues when running a business, such as increased costs and difficulty managing processes. The $25.00 late fee is a way for us to ensure costs associated with overdue payments are taken care of and to encourage our customers to make payments on time. We appreciate your understanding! Please reach out to us directly if you have concerns with any of your upcoming payments. Thank you!

When is the best time to get started?

Anytime! As a real estate professional or brokerage, you should have a process for your clients, transactions, and business whether you’re closing 1 or 15 transactions a month! Our transaction coordination team can help you establish and streamline that process for you. After an initial discovery call to go over your business goals and needs, our sign up process is easy and we can get started as soon as the onboarding process is complete.