A transaction coordinator who keeps every closing on track
Let a dedicated coordinator chase signatures and dates so your agents can stay out in the field.
Jobs this person takes over
- Opening each file the day an offer is accepted
- Building a timeline of every contract deadline
- Collecting signatures and documents from all sides
- Sending updates to clients, lenders and title
- Keeping your transaction software audit ready
- Preparing the closing checklist for your agent
A sample week
An example of how a week could look once your teammate is settled in. Every role is shaped around your business.
Two new files opened with timelines shared
Inspection deadline reminders sent
Missing disclosures chased and filed
Lender and title updates logged
A pipeline of every open deal sent to you
Tools they can work in
We recruit for the software you already use.
Dotloop, SkySlope or DocuSign
Your MLS and brokerage back office
Follow Up Boss or kvCORE
Google Workspace or Microsoft 365
When this hire pays off
Once an agent has more than a few files open at once, deadlines start to slip. A coordinator keeps every date visible so nothing surprises you at closing.
Teams and brokerages also use a coordinator to give clients the same steady updates no matter which agent is on the deal.
The work, grouped by area
Opening the file
- Collecting the signed contract
- Building the deadline timeline
- Sending intro emails to all parties
- Setting up the file in your software
Under contract
- Tracking inspection and appraisal dates
- Chasing loan and title updates
- Collecting disclosures and addenda
- Sending weekly client updates
Compliance
- Checking files against your broker checklist
- Flagging missing signatures
- Keeping files audit ready
- Logging every document received
Closing and after
- Confirming the closing date and location
- Sending the final checklist
- Requesting reviews after close
- Archiving the completed file
Software by name
We look for experience in the tools you already run. These are the ones owners ask about most.
Transaction software
Dotloop, SkySlope, Brokermint, Lone Wolf
E signature
DocuSign, Authentisign
CRM
Follow Up Boss, kvCORE, Lofty, BoomTown
Everyday tools
Google Workspace, Microsoft 365, Slack
How onboarding works with delegateit
Start with a quick call
We learn where your time goes and scope the role with you, including hours and the tools you use.
We recruit and test
Candidates go through skills tests, live interviews and reference checks before you meet anyone.
You interview and choose
You meet the finalists yourself and pick the person who fits. Once you choose they can start within 24 hours.
Your client success manager runs onboarding
You get one named contact who helps set up access, first tasks and regular check ins. Your new teammate writes down your processes as they learn them.
You direct the work
You set priorities day to day. We handle payroll and HR. If the fit is wrong we recruit a replacement at no cost under our guarantee.
Your hiring checklist
Have these ready before the call and your shortlist will be sharper.
- Share your broker compliance checklist
- List your preferred lenders and title companies
- Decide who signs off before files are submitted
- Note how many files you close in a typical month
- Set the update schedule clients should expect
Questions worth asking in the interview
You interview every finalist yourself. These questions show how someone actually works.
- Walk me through a file from accepted offer to close. Listen for dates and parties in the right order.
- What do you do when a lender goes quiet? Good answers mention a set follow up rhythm.
- Which transaction systems have you used? Match to your brokerage.
- How would you track ten files at once? Look for a calendar or tracker.
- What is outside your role? Strong candidates know licensed work stays with the agent.
What it costs per hour
A real estate transaction coordinator on the Assistant plan starts at $1,500 a month full time for about 160 hours, which is roughly $9.38 an hour. Part time starts at $900 a month for about 80 hours. If you need deeper experience the Specialist plan starts at $2,200 a month. Benefits and payroll on our side are included in that rate and plans run month to month with 30 days notice.
See how that stacks up against published prices from other providers and US employer cost data in our virtual assistant cost guide, or compare with a local hire in delegateit or a local hire.
Your first 30 days
A simple rhythm that works for most owners. Your client success manager helps you adjust it.
Week one
Give access to your main tools and hand over three or four tasks you do every week. Record a short screen video of how you do each one. Your teammate turns those into written steps you can check.
Week two
Add the next layer of work. Read the end of day notes and correct anything that is off while habits are still forming. Small fixes now save hours later.
Week three
Move from checking everything to checking samples. Agree the numbers you will look at each week so feedback stays tied to results.
Week four
Sit down with your teammate and your client success manager. Talk about what is working and what to hand over next. Most owners find a few more tasks they forgot they were doing.
What to measure
Pick two or three numbers and review them every week with your teammate. These are good places to start.
- Deadlines met on every file
- Days from contract to a complete file
- Missing documents at audit
Keep the list short. If a number stops being useful, swap it for one that is.
Roles that pair well
As the work grows, owners often add one of these next.
- Lead Generation Assistant. Fresh prospect lists ready for your sellers.
- Social Media Assistant. Posts scheduled and comments answered daily.
- Admin Assistant. Data entry and documents kept tidy every day.
Browse every role we staff or read our cost and comparison guides.
What it costs
This role fits the Assistant plan for general support or the Specialist plan when you need deeper experience. Your final rate is confirmed in writing before anyone starts.
Assistant
from $1,500/mo
Full time for about 160 hours a month. Part time from $900/mo for about 80 hours.
Specialist
from $2,200/mo
Full time with deeper experience in the field.
Our satisfaction guarantee† see guarantee note
We want you fully happy with the person working for you. If your offshore hire isn't the right fit, tell your client success manager and we will replace them and recruit someone new for you, and we keep going until you are happy with your team.
Book a free callQuestions owners ask
Is this person licensed?
No. Your coordinator handles admin and follow up. Anything that needs a license stays with your agents and broker.
Can they work several agents?
Yes. Tell us how many files close each month and we scope the hours.
Which plan fits?
Coordinators new to your market fit the Assistant plan. Coordinators with years of US file experience are usually a Specialist.
Does a coordinator talk to my clients?
Yes, for updates and document requests, using your templates. Advice stays with you.
Can one coordinator support a whole team?
Often yes. It depends on file volume, which we scope on the call.
What happens if the person is not a good fit?
Tell your client success manager. We recruit and place a replacement at no cost and keep going until you are happy, for as long as your account is active.
Is there a long contract?
No. Plans are month to month and you can cancel with 30 days notice.
How is my data protected?
Everyone we place signs an NDA and only gets access to what the job needs. You control every login.
Further reading
* Start times count from when you choose your hire after interviewing them. Timing is confirmed case by case for each applicant.
† Our satisfaction guarantee is a promise to replace and recruit staff until you are happy. It is a replacement promise and does not include refunds of fees for time already worked. Read the full guarantee terms.