Transaction Coordinator 101
A transaction coordinator real estate partner keeps every date, doc, and update on track from contract to close. With Vibe Connections, your TC VIBE works U.S. hours, communicates clearly, and protects timelines, so agents stay client-facing while files stay clean. As a result, deals move faster and clients feel guided.
Why a Transaction Coordinator matters now
Real estate moves quickly; however, paperwork, dates, and scattered communication slow teams down. Therefore, agents lose hours to admin instead of winning clients. That’s why a Transaction Coordinator (TC) is essential: they run the contract-to-close process so nothing slips—while producers keep producing. The Close
What a Transaction Coordinator actually does
A TC is your air-traffic controller once a contract is signed and until the deal funds. Specifically, they:
- Track deadlines: option/inspection, appraisal, loan, title, HOA, and closing dates.
- Request and file documents: disclosures, addenda, signatures, IDs, proof of funds.
- Coordinate parties: clients, co-op agents, lenders, title/escrow, inspectors, attorneys.
- Update records: notes, emails, and status in your system so everyone stays aligned.
As a result, deals move forward with fewer surprises and fewer errors. The CloseIndeed
Why Vibe Connections for TC support
Vibe sources culture-fit VIBEs—Virtual Internet-Based Employees—who work your U.S. hours and integrate like teammates, not ticket-takers. Moreover, our real-estate focus shortens ramp time. Consequently, you get speed without adding in-house headcount. vibeconnections.com+1
- Need extended coverage? Online Agent Support runs 9AM–9PM EST for white-glove help. vibeconnections.com
- Want proof we’re built for real estate? See our Agents & Brokers solutions. vibeconnections.com
Get Started: Book a Free Consult • Online Agent Support • Real Estate Solutions
The contract-to-close workflow (at a glance)
1) New Contract → 2) Docs Requested → 3) Inspections/Appraisal → 4) Clear to Close → 5) Closed & Funded.
Meanwhile, your TC VIBE manages:
- Date control: auto-reminders before every deadline.
- Document control: signature requests + audit-ready folders.
- Communication control: templated updates to all parties, on time, every time.
Tools and access (simple, secure, and fast)
Your TC VIBE works inside your existing tools (MLS/transaction platform, e-sign, cloud drive, CRM). Accordingly, we limit permissions to the role, document SOPs, and keep action logs so you maintain compliance and visibility.
What’s included with a VIBE TC engagement
First, we map your ideal workflow. Next, we assign a trained, U.S.-time-zone-aligned TC. Then, we layer light automation (reminders, templates, checklists) so the process stays consistent—even on busy weeks. Finally, we report statuses and clear blockers in a routine cadence.
Optional add-ons: real-time coverage via Online Agent Support (9AM–9PM EST) and team expansion for listing coordination or client care. vibeconnections.com
ROI: the simple math
Because your TC handles admin and deadlines, agents recover selling time and managers get clean dashboards. Therefore, cycle times shrink and client confidence rises. To estimate impact, run your numbers in our savings calculator before you start. vibeconnections.com
Try it: See Your Savings • Book a Free Consult
14-day pilot plan (plug-and-play)
Days 1–2 — Define the outcome. Pick 5–10 recurring TC tasks (e.g., doc requests, milestone updates).
Days 3–5 — Kickoff & access. We set permissions, templates, and calendar holds.
Days 6–10 — Daily standups + mid-week QA. We clear blockers fast.
Days 11–14 — Review KPIs. Check: on-time docs, deadline hits, backlog burn-down, and client updates. If stable, expand scope.
What agents ask us most
Will a VIBE fit our culture? Yes. We hire for communication and reliability, and we match your hours. vibeconnections.com
Do you support real estate-specific work? Absolutely—listings, lead follow-up, marketing support, and transaction coordination. vibeconnections.com
Who’s behind Vibe? Founders with real-estate operating experience, which is why our workflows feel practical on day one. vibeconnections.com
Next steps
In short, capacity problems won’t fix themselves. Instead, plug in a VIBE TC, reclaim your time, and give every client a smooth path to closing.
