This is exactly why many agents rely on professional transaction coordination services to streamline their workflow and protect their time.
Every minute matters when you’re closing a deal!
In real estate, every minute counts. Between listing appointments, showings, writing offers, and marketing your business, the hours vanish quickly. The reality is that most agents spend 10+ hours per transaction on administrative tasks — time that could be invested into client prospecting, networking, or even enjoying your personal life if you hired a transaction coordinator for realtors.
That’s where a Transaction Coordinator (TC) for realtors comes in. By managing all the details behind the scenes, a TC frees you up to focus on high-value work: building relationships, closing deals, and scaling your business.
According to the National Association of Realtors, agents spend hours each week on administrative tasks that pull them away from revenue-generating activities.
What a Transaction Coordinator Does During a Listing Launch
When you list a home, dozens of tasks need to be coordinated. Instead of juggling logistics, you get to focus on marketing and client relationships. A TC ensures every detail is covered, including:
Collecting and verifying paperwork
Chasing signatures and ensuring compliance
Sending welcome communication to all parties to set expectations
Ordering and coordinating photography, staging, signs, cleaning, and showing services
Updating the MLS with all listing details
Requesting required documents from clients and co-op agents
Listing Launch Support
ProfileTM offers a variety of services to make sure you are completely ready to list! We have you covered all while protecting your brand with custom-branded email signatures with your logo, not ours.
White-Glove Service From Start to Finish
At ProFile, we don’t just manage your listing—we elevate it. Our Listing Launch service was designed to give you peace of mind, protect your brand, and deliver a seamless client experience.
While most coordination companies simply process paperwork, leaving you to chase updates and handle the gaps, we act as your dedicated concierge—proactively managing every detail with precision, communication, and personalized care that reflects your professionalism.
Every touchpoint is branded to you—including custom email signatures with your logo, not ours—so your clients feel supported by your team at the highest level. Think Ritz-Carlton-level attentiveness, not Walmart-level service.
Our Listing Launch Includes:
- Paperwork perfection: Collecting listing documents while verifying every signature, initial, checkbox, and date for accuracy.
- Listing agreements
- MLS input forms
- Disclosures
- Seller experience: Sending a warm, branded welcome email and personal call to your seller.
- Property preparation: Coordinating photography, cleaning, staging, sign installation, and showing services.
- Marketing setup: Entering listing details and photos into MLS with accuracy and timeliness.
- Transaction readiness: Requesting preliminary title work and HOA documents.
- Compliance confidence: Submitting complete files for brokerage compliance so you never have to worry.
With ProFile, you’re not just getting administrative help or a basic transaction coordinator for realtors—you’re gaining a luxury-level partner who anticipates needs, communicates with clarity, and ensures every detail reflects the exceptional service your clients expect.
For a full overview of when and why agents decide to get this level of support, this guide explains why real estate agents hire transaction coordinators.
What a Transaction Coordinator Handles From Contract to Close
The real workload starts once a contract is signed. A TC helps keep everything on track by:
- Collecting all completed paperwork and ensuring compliance (protecting you and your license)
- Sending files to the right parties (broker, title, lender, attorney)
- Updating the MLS throughout the process
- Tracking deadlines and document submissions
- Scheduling closing-related tasks (final walk-through, closing date, sign removal, lockbox removal)
- Sending closing documents and ensuring files are fully complete
By removing these tasks from your plate, a TC ensures no deadlines are missed and no compliance issues slip through the cracks.
Contract-to-Close Support
NEED REWRITE for contract to close ProfileTM offers a variety of services to make sure you are completely ready to list! We have you covered all while protecting your brand with custom-branded email signatures with your logo, not ours.
Contract to Close: White-Glove Communication Every Step of the Way
You’ve secured an offer—congratulations! With that excitement comes a mountain of contract paperwork, strict deadlines, and countless moving parts. That’s where ProFile steps in.
Unlike other companies that just shuffle documents around, we own the transaction from contract to close—coordinating with every party, tracking every deadline, and communicating in real time so nothing falls through the cracks. Our multi-channel communication style—calls, branded emails, and even group text threads with you and your client—ensures that everyone is always in the loop. No chasing updates. No wondering what’s next. Just clarity, organization, and concierge-level support.
All of this allows you, the agent, to focus on the work only you can do: negotiating for your clients, showing homes, and attending closing day celebrations. We take care of everything else.
Our Contract Services Include:
- Paperwork precision: Collecting and reviewing complete contracts, addenda, amendments, disclosures, and supplements for accuracy.
- Seamless introductions: Connecting with the buyer’s agent and ensuring all disclosures are properly exchanged.
- Title coordination: Sending contracts to title, requesting earnest money receipts, and tracking all documentation.
- MLS updates: Managing contract status changes and compliance requirements.
- Deadline management: Tracking every contingency, inspection, and required document so nothing is missed.
- Inspection & appraisal coordination: Scheduling and communicating with all parties to keep timelines on track.
- Brokerage compliance: Preparing commission forms, requesting settlement statements, and ensuring files are brokerage-approved before close.
Closing Concierge: Finishing With Excellence
After all your hard work, it’s time to close. But closing brings its own set of logistical challenges—and that’s where we shine. Our team takes full ownership of the details so you and your client can enjoy the finish line stress-free.
Our Closing Services Include:
Scheduling the closing appointment and final walk-through.
Coordinating lockbox pickup with the buyer’s agent.
Sending branded seller communications: closing instructions, utility and insurance reminders, and final checklists.
Reminding you of a closing gift opportunity to leave a lasting impression.
Ordering sign removal and updating MLS/showing services.
Preparing, organizing, and delivering the complete final file to you and your client.
Verifying brokerage compliance so you can close with confidence.
Requesting seller feedback to highlight your service and reputation.
At ProFile, our standard isn’t just “getting the deal closed.” Our standard is delivering a luxury-level client experience from offer to close—where communication is proactive, details are handled with precision, and you’re freed up to do what you do best.
✨ You negotiate. You show. You close. We handle everything else. ✨
Why This Matters for Realtors
Studies show that outsourcing administrative with a transaction coordinator for realtors work significantly boosts agent production and client satisfaction (source).
Imagine gaining back 10+ hours per transaction:
- Reinvest that time into prospecting new clients
- Double down on networking and referral building
- Improve client service and availability
- Regain balance in your personal life
Instead of spending your evenings posting online, you can delegate marketing and focus on client growth. For step-by-step strategies, see our Ultimate Guide to Managing Social Media as a Realtor.
More Than Just a Transaction Coordinator for Realtors
At ProfileTM, we go beyond transaction management. Our services include Transaction Coordinators, social media management for realtors through Profile Plus+, and even an offer writing team. Our services include:
- Transaction Coordination— Handle listing launch & contract-to-close so you never miss a deadline
- Profile Plus+ — Administrative & social media management for agents who want full leverage
- Offer Writing Team — Professional drafting and submitting offers so you can move quickly in competitive markets
By delegating these tasks, you don’t just save time — you scale your entire business.
Related Transaction Coordination Resources
Top 3 Benefits of Having a Transaction Coordinator (TC)
Top 3 Signs That You Need a Transaction Coordinator (TC)
Transaction Coordinator vs. Virtual Assistant — Which Do Realtors Need?
Ready to Get Your Time Back?
Don’t let paperwork and signatures keep you from growing. With ProfileTM’s leverage solutions, you can close more deals, serve your clients better, and take back your personal time.
👉 Book your free Transaction Management Strategy Call today and see how our team can help you save 10+ hours per deal.
“Ready to save 10+ hours per deal? Learn more about our Transaction Coordinator services and Profile Plus+ support packages. ProfileTM’s transaction coordinators, social media managers, and admin support teams give you the leverage you need to grow. Schedule your free strategy session today.”