Many agents have delegated a task at some point, only to find they still had to explain it, set the deadline, and check that it got done. That can save some time. But it rarely frees your attention for the work that grows your business.
Handing off a task should take it off your mind, not just off your desk.
The short answer: that’s the difference an experienced transaction coordinator makes. You lead as the trusted professional. Your TC runs the paperwork and follow-up through a proven process. You don’t have to direct every routine step.
Do transaction coordinators hold a real estate license?
It depends on who you hire. Washington has no license or certification for the transaction coordinator role, and the task list can vary greatly from one TC to the next. At Real Time Savers, none of our transaction coordinators hold a real estate license. The services we offer are strictly clerical in nature. So we will never cross over into any activities that require a license.
That boundary shapes our whole partnership. Negotiating, explaining the contract, and guiding your client’s decisions are yours. The administrative work that supports those tasks is where we come in.
What does a transaction coordinator handle?
| Your TCEmpowering Your Transaction | You, the BrokerChampioning Client Success |
|---|---|
| Brokerage ComplianceWe fill out your firm’s reporting documents, submit the pending file, flag missing checklist items, and upload additional documents as they come. | Negotiation & GuidanceYou negotiate on your client’s behalf and guide them through every decision. Questions about the contract come to you. |
| Timeline TrackingWe copy every contract date onto your timeline, proactively follow up on items coming due, and track progress with the lender, escrow, and the other agent from loan application to signing. | Contract TermsThe contract language, terms, and dates are yours to set and approve. We help fill in subsequent forms and collect signatures per your instructions.* |
| Dependable CommunicationDocuments reach every professional when they’re needed, and your client hears from you consistently through branded updates and resource guides.* | Direction & OversightYou set the plan by choosing the service package your TC will follow. After that, you share any changes and weigh in when the file needs your expertise. |
*Filling in forms, collecting e-signatures, and client communication are part of our TC + Client Care service, the package agents choose most. See our package comparison for details and a full task list.
What makes our communication different?
A good follow-up system does more than add another “Is everything still on track?” email to everyone’s inbox.
Our system is built on more than 5,000 Washington contracts. We know who needs what and when, and how each piece affects everyone else on the file.
Our communication with the lender, escrow, and the other agent is timed to deliver what they need before they ask, and to check on critical milestones before they can cause delays. In fact, we’d rather never send a reminder about a past-due item, and on most files we don’t have to. When we send an email, it has something worth reading.
Our communication with your buyer or seller starts with a welcome email that’s more than an introduction. It puts their most time-sensitive tasks up front. Each message after that anticipates the questions clients ask most: what’s happening, what’s needed from them, and what comes next. Fewer questions land in your inbox, and the ones that do are where your insight matters most.
Every client message follows the plan you set and carries your branding. Questions about the contract or their options come straight to you.
“The systems they have in place make the process of getting to closing with a client an enjoyable experience for everyone involved. I’ve trusted them with every detail and they deliver every time.”
Janet Spesock/Broker – Everett, WA
What does that look like on a real file?
Say you negotiate a new closing date. You handle the conversation and terms. We circulate the addendum to the appropriate parties, update your firm and the timeline, and adjust the plan from there. You don’t send a single extra instruction.
That’s what the career TCs at Real Time Savers bring:
- A process refined over 5,000+ contracts, ready on day one
- Nothing to build or train
- The same coordinator on every file
- Your branding on every message, so the credit stays with you
Your part is short. Choose your package, send the signed agreement and contacts, and keep us copied on anything that changes the file.
Have more questions? See our FAQ, or read Is a Transaction Coordinator Worth It?
