What Does a Transaction Coordinator Do in Real Estate?

I’m a co-founder of Arivana and a practicing Nashville real estate broker, and I’ve closed 300+ transactions myself. I’ve used a TC on every one of my deals, and I’ve hired and trained my own. There are 100+ tasks between going under contract and closing day. Here’s what a good TC does at each stage of a Tennessee deal, in the order it happens.

What a TC does at a glance

• Pulls every date and deadline out of the contract
• Makes sure every required document is in the file, filled out correctly and signed by everyone
• Introduces themselves to the clients, lender, title and the other agent
• Schedules the inspections, the final walkthrough and closing
• Types repair proposals and amendments for the agent to approve
• Keeps everyone updated until closing
• Builds the broker file and makes sure the commission gets to the brokerage

The first 24 hours

None of the Nashville TCs we talked to starts a weekend file the same day, so a Saturday contract usually waits until Monday. A good TC starts the same day.

Process the contract: The TC reads the bound agreement and pulls out the parties, the purchase price, the closing date, every deadline and contingency, and any other key terms.

Check every document: They go through the contract, any counteroffers and the disclosures to make sure every page is filled out correctly and signed by everyone. They also check that the file has every disclosure the property requires. A home built before 1978 needs a lead-based paint disclosure, and a property that requires a subsurface sewage disclosure needs that one too. If a document is missing, filled out wrong or unsigned, they tell the agent.

Send the introductions: They introduce themselves to the clients, the title company, the other agent and the lender, if there is one.

On the buyer side, the intro to the buyers covers:

• The earnest money amount, when it’s due and where to send it, as written in the contract
• Scheduling the home inspection

On the seller side, the TC also handles these early in the deal:

• Reminds the listing agent to update the listing status in Realtracs (most TCs won’t change it themselves)
• Introduces themselves to the sellers
• Gives the sellers a heads-up as soon as the inspection is scheduled, so they can get ready
• Follows up with title, or whoever holds the earnest money, to make sure it’s deposited on time
• Sends any HOA documents to the buyer’s side

The inspection and resolution period

These are the deadlines a TC can’t afford to miss. If one slips, it can put the contract or the client’s earnest money at risk.

Track the deadlines: The TC tracks the inspection period and the resolution period.

Schedule the inspections: They ask the buyers which inspections they want, check the times with the listing agent, and give the home inspector the access info, as the agent directs.

Send the reports to the agent: When the inspection reports come in, the TC sends them to the agent. The agent talks with the clients about which repairs to ask for.

Type up the repair proposal: Once the agent and clients decide what to request, the TC types up the repair proposal for the agent to approve before it goes out. When both sides agree, the TC types the agreed repairs into a repair amendment for the agent to approve.

Confirm the repairs get done: While the seller makes repairs, the TC checks in with the listing agent for invoices or photos showing the work is done.

Lender, appraisal and title

Between the inspection period and the final week, a good TC checks in with the lender and title at least once a week, and ideally every few days.

The lender: Is the loan on track? Has the appraisal been ordered? When it has, the TC tells the other agent, then follows up on when it’s due back. If the appraisal comes in low, the TC tells the agent right away. What to do about it is the agent’s call.

Title: Is the title commitment done? Is there anything that could derail the deal or push back the closing date? If title finds a problem, the TC flags it to the agent.

The buyers: Do they have homeowner’s insurance? Do they have the right utility providers, and do they know when to start service?

Other changes: If the closing date, price or another term changes, the TC types the amendment for the agent to approve.

The final week and closing day

Repairs: The TC confirms every repair in the amendment is done, with an invoice or a photo.

Utilities: They make sure the buyers have their utilities set up.

Closing: They schedule the closing time and place and the final walkthrough. A TC schedules both but usually doesn’t attend. The agent does.

The settlement statement: They review it before closing and flag anything that looks off to the agent.

The commission: They coordinate with title so the commission goes to the brokerage the way the agent prefers, by wire or check.

After closing

The broker file: The TC sends the broker the complete compliance file.

The commission: They confirm the commission reached the brokerage.

The documents: They make sure the agent and the clients have every signed document from the deal, then close out the file.

If the deal falls apart

The work doesn’t stop when a deal dies. The TC makes sure the mutual release gets signed by everyone, follows up with whoever holds the earnest money until it’s paid out, and still builds the broker file.

New construction and cash deals

Most of the work is the same. A few things change.

New construction: The deal runs on the builder’s own contract instead of the RF401, and the timeline is usually longer. The TC also schedules the builder’s appointments, like the design appointment, the builder orientation and the blue tape inspection.

Cash: There’s usually no lender or appraisal, and the timeline is often shorter. The TC collects proof of funds.

What an unlicensed TC can’t do in Tennessee

The Tennessee Real Estate Commission (TREC) limits what unlicensed staff can do. TREC’s guidelines say they can, for example:

• Follow up on loan commitments after a contract has been negotiated, and get status reports on the loan
• Assemble documents for closing
• Type contract forms for the agent and principal broker to approve
• Order repairs as the agent directs
• Deliver documents and pick up keys

They can’t, among other things:

• Make cold calls to potential clients
• Show homes or host open houses
• Negotiate any terms of a deal
• Discuss or explain listings, offers, contracts or similar matters with people outside the firm
• Negotiate or agree to a commission split or referral fee for an agent

Tennessee REALTORS’ legal hotline says that if a TC’s activity requires a license, “they are no longer acting strictly as a transaction coordinator.”

Full-service vs. compliance-only TCs

Not every TC does all of this. A compliance-only TC tracks the deadlines and builds the broker file, usually with little or no contact with your clients, lender or title. A full-service TC does everything on this page. Ask which one you’re getting before you hire. Work before the contract, like listing setup, MLS entry and offer writing, is usually extra. For what each kind costs, see what a transaction coordinator costs in Nashville.

What stays with the agent

• Negotiating the offer, repairs and any other terms
• Advising clients on what to ask for and what to accept
• Contract decisions
• Showing up for the final walkthrough and closing

Everything else on this page can come off your plate. For the math on whether that’s worth it at your volume, see is a transaction coordinator worth it?

How Arivana does it

At Arivana, we start your file the same day if we get it by 8pm, weekends included, on every plan. Every deadline gets a second check against the contract, and you get a calendar invite for every deadline and appointment, updated when plans change. On Standard and White glove, your TC introduces themselves to your clients the same day the file starts, and we ask your clients for a review after closing. Our TCs are full-time, U.S.-based and know Tennessee contracts.

Our Compliance plan is compliance-only, and Standard and White glove are full-service. Standard and White glove files are free if the deal dies. See our pricing for what each plan includes, or read 12 questions to ask a transaction coordinator before you hire anyone.