How to Choose a Transaction Coordinator: 12 Questions to Ask First

I’ve run my brokerage for almost 8 years and closed 300+ transactions. I’ve paid TC firms per file, trained my own TCs and worked with dozens of TCs on the other side of my deals. In October 2026, we also interviewed 13 TCs who take Nashville files. The questions below come from what separated the good ones from the rest.

What usually goes wrong

Big mistakes happen, but they’re rare. On one deal, the buyer’s TC mixed up the date for the repair proposal. The buyer missed it and lost the chance to ask for repairs. On another, the listing side’s TC prepared a counteroffer that changed the closing costs but left out the price. The seller and their agent signed it without catching it, and the seller sold for about $30,000 less than they meant to.

Most TC mistakes are smaller. On my deals, I’ve seen:

• A final walkthrough moved from Thursday to Friday, but nobody updated my calendar invite. I drove 45 minutes for nothing and lost about an hour and a half.
• No access info for another final walkthrough. I had to call the listing agent for the lockbox code.
• No utility list sent to the buyers. On closing day, their utilities weren’t set up.

None of those killed a deal. But each one cost me time and attention, which is the exact thing I hired a TC to give back. The questions below are built to find a TC who gets the small things right.

12 questions to ask a transaction coordinator

Ask these on your first call with any TC. Under each one is what a good answer sounds like, and how we answer it.

1. Can you walk me through a file from contract to close?

Good answer: They walk you through each step and explain how they track it. If the answers get vague, they may not have a real process.

At Arivana: There are 100+ tasks between going under contract and closing day. Ask us to walk you through how we track them.

2. How do you track deadlines, and what catches a date you got wrong?

Many TCs we talked to use older, clunky software. A few track everything in a spreadsheet. Any setup can work if they can explain how a wrong date gets caught before it costs your client.

Good answer: Every date gets checked a second time against the contract.

At Arivana: Every deadline gets a second check against the contract. If a date doesn’t match, the TC is alerted.

3. How do you keep every file on track when you’re busy?

Many TCs close 20 to 30 deals a month. That’s a lot of deadlines for one person.

Good answer: A system that keeps dates from slipping, not “I just stay on top of it.”

At Arivana: Every file follows the same 100+ task checklist, every deadline gets a second check against the contract, and you can see where your file stands in your agent portal anytime.

4. Is this your full-time job?

One TC we talked to works a full-time job and does TC work on the side, so she isn’t always at her computer.

Good answer: Yes.

At Arivana: Every TC is full-time.

5. What do you need from me to start a file?

You should be able to send the contract and a few notes. One TC asked me to fill out a long intake form, and much of it was me figuring out the dates for them. That’s the work you’re paying a TC to do.

Good answer: The contract and a few notes. They figure out the dates.

At Arivana: Upload the bound contract on our site, and tell us your clients’ names, emails and phone numbers. We figure out everything else, including every date. Most TCs make you fit their templates. We set up your checklist and emails the way you already run deals.

6. If my contract binds at 6pm on a Saturday, when does my file start?

None of the Nashville TCs we talked to starts a weekend file the same day. A contract that binds Saturday can sit until Monday, while your clients ask you when to schedule the inspection.

Good answer: That same day.

At Arivana: Send us a contract by 8pm, any day of the week, and we start it that day. That’s on every plan.

7. Will you send me calendar invites, and update them when plans change?

Many TCs don’t send calendar invites. I want an invite for every deadline, inspection, walkthrough and closing. If plans change, the invite should move too.

Good answer: Yes, for every deadline and appointment.

At Arivana: You get a calendar invite for every deadline and appointment, and we update it when plans change.

8. How will you introduce yourself to my clients?

The best TCs reach out fast. They say who they are and that they’re there to help the agent. They also keep the roles clear. The agent handles negotiating and contract decisions. The TC keeps everyone updated, keeps dates on track, gets documents signed and makes sure the file is complete for the broker.

Good answer: The same day, with the roles spelled out.

At Arivana: On Standard and White glove, we introduce ourselves to your clients the same day we start your file.

9. How do you communicate, and will you pick up the phone?

The best TCs I talked to use email, phone and text, and text their agents for most things. One TC told me they don’t take phone calls at all. When a deal is close to falling apart, or a lender or co-op agent stops answering texts, someone has to call.

Good answer: Text, email and phone, and they call when it matters.

At Arivana: On Standard and White glove, our TCs text, email and call. When a lender or the other agent goes quiet, we pick up the phone.

10. What exactly do you handle, and what’s left for me?

“Contract to close” means different things from one TC to the next. Ask for the list, and ask about closing week: who sends the walkthrough access info, the closing time and the utility list for buyers. For prices, see what a transaction coordinator costs in Nashville.

Good answer: A written list of what’s included and what costs extra.

At Arivana:

• Compliance ($395): every deadline tracked and the broker compliance file. No contact with your clients, lender or title.
• Standard ($495): everything in Compliance, plus a dedicated TC who keeps the lender, title and the other agent updated, chases documents, handles amendments and repair requests, and runs closing day: the walkthrough, closing time and key handoff.
• White glove ($995): everything in Standard, plus nights and weekends, replies within 2 hours, weekly updates to your clients, vendor scheduling and a move-in packet.

11. Do I have to sign a long-term contract or commit to a minimum number of files?

You should be able to try a TC on one deal without being locked in.

Good answer: No.

At Arivana: No long-term contract and no minimum number of files.

12. Where are you based, and how well do you know Tennessee contracts?

Your TC doesn’t need to live in Tennessee, but they need to know Tennessee contracts well. I’d avoid a TC based outside the U.S., especially one who isn’t a strong communicator in English.

Good answer: U.S.-based, with real Tennessee contract experience.

At Arivana: Our Nashville transaction coordinators are U.S.-based, locally based and know Tennessee contracts.

Red flags when hiring a transaction coordinator

• A long intake form that has you working out the dates
• No weekend starts, so a Saturday contract waits until Monday
• TC work done part-time, on the side of another job
• No phone calls
• No calendar invites
• Based outside the U.S. without strong English

How to check a transaction coordinator before you hire

• Ask them to walk you through a real file: Question 1 above.
• Read their reviews: Look for reviews from agents they’ve worked with.
• Ask agents in your office: This helps most if you’re newer.
• Do your own research: Look into them before you get on a call.
• Don’t pick on price alone: If a $495 TC takes the stress off your plate, that’s more time for your family or your pipeline.
• Try one file first: At Arivana, your first file is 50% off, so you can test us on one real deal.

Book a call. It’s 30 minutes with one of our founders to see if we’re a fit.