Hire Dedicated Transaction Coordination Virtual Assistants
Stop losing valuable listing and showing hours to paperwork, missing initials, and escrow chase-downs. Access expert real estate Transaction Coordinators (TCs) who handle earnest money deposits, disclosure timelines, contingency deadlines, title company liaison, and compliance approvals—fully overseen by a free dedicated Project Manager starting at just $6/hour.
Active Real Estate File Coordination
Free dedicated Project Manager supervision
Proficient in Industry-Standard TC & Brokerage Platforms
Our virtual assistants integrate directly with your real estate brokerage file systems, electronic signature portals, and CRM pipelines.
SkySlope
Listing/sale file creation, checklist compliance, and DigiSign packetsDotloop
Loop creation, interactive field tagging, and broker review submissionsDocuSign Rooms
Transaction envelopes, NAR forms library sync, and execution trackingBrokermint
Commission disbursement authorisations (CDA) and ledger balancingFollow Up Boss
Deal stage pipeline automation, task templates, and client updatesMLS & TC Portals
Status changes (Pending/Closed) and automated timeline milestone portalsEnd-to-End Contract-to-Close Execution For Every File
Free your agents and rainmakers to prospect, show homes, and negotiate contracts while your VA manages the back-office closing engine.
Deal Intake & Escrow Opening
Reviewing executed purchase agreements, ensuring signatures on all addenda, and opening escrow files.
- Auditing purchase contracts for missing buyer/seller initials and dates
- Transmitting executed packets to title, escrow officers, and cross-agents
- Confirming Earnest Money Deposit (EMD) wire instructions and receipt
- Updating MLS status to 'Pending' / 'Under Contract' within board guidelines
Contingency & Deadline Tracking
Building transaction master calendars and keeping clients, agents, and lenders on strict schedule.
- Calculating inspection, appraisal, loan contingency, and title commitment deadlines
- Distributing introductory timeline sheets to buyers, sellers, and lenders
- Issuing reminder alerts 48 hours prior to contingency expiration milestones
- Preparing contingency removal forms and addenda for agent review
Brokerage File & Disclosure Compliance
Guaranteed complete, audit-proof files so your managing broker releases commission promptly.
- Preparing state and local seller property disclosures (SPQ, TDS, Lead-Based Paint)
- Sending e-signature envelopes via DocuSign, Dotloop, or DigiSign
- Uploading and indexing documents against mandatory brokerage checklists in SkySlope
- Resolving rejected compliance notes from broker review teams
Vendor & Lender Liaison
Connecting all transactional stakeholders so inspections, repairs, and loan docs occur without friction.
- Coordinating home inspection appointments, termite checks, and radon tests
- Following up weekly with mortgage loan officers on conditional underwriting status
- Tracking HOA resale package orders, bylaws, and capital contribution statements
- Ordering home warranty coverage plans and obtaining invoice receipts
CDA & Settlement Pre-Balancing
Ensuring commissions, splits, credits, and wire numbers match perfectly before signing day.
- Submitting Commission Disbursement Authorisation (CDA / DARE) requests
- Reconciling preliminary ALTA settlement statements against sales price and credits
- Assisting in scheduling buyer final walkthroughs and mobile notary appointments
- Circulating wire fraud warning notices and closing reminder checklists
Post-Closing & Archive Care
Securing completed records, updating your brokerage CRM, and setting up review generation.
- Changing MLS listing status to 'Sold' / 'Closed' with accurate selling concessions
- Downloading and assembling fully executed master PDF packets for clients
- Updating CRM contact statuses to 'Past Client' and tagging closing anniversaries
- Scheduling automated Google Review & Zillow testimonial requests
Why Real Estate Agents & Teams Switch to SageDoer
Stop paying $350–$500 per transaction to independent freelance coordinators who only do basic checklist uploads.
| Coordination Model | Traditional Per-File TCs ($350-$500/deal) |
SageDoer Managed TC Model
|
|---|---|---|
| Cost Structure & Pricing | $350–$550 per closed transaction. Closes on 10 deals = $3,500–$5,500/month | From $6/hr (~$960/mo full-time). Unlimited transaction volume within your booked hours |
| Fallen-Through Deals Policy | Many charge $100–$150 cancellation or file-opening fees even if buyer backs out | Zero cancellation penalties. You pay strictly for actual working hours logged |
| Scope of Work Flexibility | Rigidly limited to contract checklist. Won't touch CRM, MLS listing inputs, or past-client care | Full operations support: MLS drafts, CRM pipeline updates, open house prep, and TC files |
| Supervision & Quality Assurance | Solo operators with no supervisor. If they miss an initial, you get penalized by your broker | Free dedicated Project Manager conducts compliance audits and timeline QA checks |
| Coverage During Vacation / Sick Days | Deals stall completely when independent TCs go on vacation, get sick, or attend conferences | Trained backup specialists step in instantly using documented SOPs with zero deal disruption |
| Total Monthly Savings | High transactional cost eating 10–20% of net commission revenue | Save up to 70% while scaling transaction throughput effortlessly |
How It Works: Delegate Contract-to-Close in 4 Phases
From mutual contract execution to key exchange, here is how SageDoer oversees your deal desk.
Submit Requirements
Share your brokerage compliance guidelines, state association contracts, TC tool preferences, and average monthly transaction volume.
Finalise The Deal
Our dedicated project manager reviews your brokerage checklist, aligns file intake protocols in SkySlope/Dotloop, and sets up communication channels.
Expert Execution
Your TC opens escrow, tracks contingency deadlines, collects disclosure initials, verifies lender milestones, and builds audit-ready files.
Pay Only For Output
We log and charge exclusively for the virtual assistant's actual working hours. Your dedicated Project Manager's supervision is completely free.
Transparent Hourly Plans. Free Project Manager Included.
Manage multiple transactions without paying $400 per file or incurring steep broker assistant overhead.
20 Hours / Week
Ideal for individual top-producing real estate agents managing 3 to 7 active listings and under-contract escrows simultaneously.
- Pay only for hours of pure work
- Dedicated Project Manager included
- Free management supervision
- Zero setup or onboarding fees
- No monthly membership charges
- SkySlope, Dotloop, or DocuSign file uploads
40 Hours / Week
Engineered for high-volume mega teams, boutique brokerages, and investor acquisition firms closing 10+ transactions per month.
- Pay only for hours of pure work
- Dedicated Project Manager included
- Free management supervision
- Zero setup or onboarding fees
- No monthly membership charges
- Multi-agent file management, CDA prep & CRM pipeline integration
Strict Client Data Privacy, Wire Fraud Safeguard Protocols, and Full Broker Compliance Confidentiality.
Trusted by Top 1% Realtors, Team Leaders & Managing Brokers
See how real estate professionals scale their closed volume while eliminating administrative burnout.
"I used to spend $450 per file with local independent coordinators. When I had 12 escrows open in June, that was over $5,400 in TC fees alone. Switching to SageDoer's full-time plan reduced my TC costs to $960/month with better SkySlope compliance than ever."
"Having a free Project Manager supervising my TC is unmatched. When a lender went unresponsive on loan commitment day, the PM escalated it and had the contingency extension signed by both sides before the 5 PM cutoff. Flawless execution."
"My managing broker used to flag half my files for missing initial boxes on addenda. Since bringing on my SageDoer assistant, my files pass broker review on the first submission every single time. My CDA gets approved days before closing."
"The fact that my TC also inputs our MLS listing drafts and updates our Follow Up Boss pipeline when deals go under contract makes this infinitely better than a standard flat-fee TC. It frees up 15 hours of my week."
"I used to spend $450 per file with local independent coordinators. When I had 12 escrows open in June, that was over $5,400 in TC fees alone. Switching to SageDoer's full-time plan reduced my TC costs to $960/month with better SkySlope compliance than ever."
"Having a free Project Manager supervising my TC is unmatched. When a lender went unresponsive on loan commitment day, the PM escalated it and had the contingency extension signed by both sides before the 5 PM cutoff. Flawless execution."
"My managing broker used to flag half my files for missing initial boxes on addenda. Since bringing on my SageDoer assistant, my files pass broker review on the first submission every single time. My CDA gets approved days before closing."
Frequently Asked Questions About Transaction Coordination VAs
Practical answers regarding brokerage compliance, state contract familiarity, and software integrations.
Yes. Our transaction coordinators have managed files across prominent state associations including California (CAR), Texas (TREC/TAR), Florida (FAR/BAR), New York, Colorado, and Washington. During Phase 2 onboarding, we review your specific local disclosures, advisory forms, and brokerage addenda to ensure all packets are tailored accurately.
Unlike traditional independent TCs who charge a $100–$150 file cancellation fee, SageDoer charges strictly for the hours logged by the VA. Your assistant immediately drafts and circulates the mutual cancellation and earnest money release forms, updates the MLS back to 'Active', and closes the file without extra penalty charges.
We operate directly under your brand name using a designated email address (e.g., tc@yourrealtyteam.com). Your TC introduces themselves professionally upon escrow opening, introduces the transaction timeline, coordinates disclosure signatures, and liaises directly with escrow/title and mortgage officers, always keeping you BCC'd.
Yes! Because you pay an hourly rate rather than a rigid per-file fee, you can utilize your assistant's hours for pre-listing coordination (ordering sign installations, drafting MLS input sheets, ordering photography) as well as updating your CRM (Follow Up Boss, LionDesk, Lofty) with past client closing anniversaries.
Your dedicated Project Manager provides quality control over every file. They audit compliance documents before broker submission, spot-check critical contingency calculation dates, monitor response times, and provide immediate backup coverage if your primary TC ever takes scheduled time off—all at zero additional cost.
Close More Real Estate Deals Without Drowning in Paperwork.
Schedule a 30-minute discovery consultation or submit your transaction coordination requirements below. Our dedicated Project Manager will match you with a vetted real estate TC within 24 to 48 hours.
Hire a Transaction Coordination Assistant
Tell us about your brokerage compliance systems, average deal volume, and state jurisdictions. We will assign your dedicated specialist and supervise all operations.