Hiring a Transaction Coordinator Doesn't Have to be Scary
- Sarah Bates
- Oct 30
- 3 min read
Updated: Oct 31
We live in a backwards world where asking for help can actually feel scary. The fear of trusting the wrong person with your real estate business is a real, legitimate concern. But when the workload grows or life pulls in different directions, that same hesitation can quietly cost you business opportunities.
So here are a few tips to help you feel confident — not spooked — about getting the right help lined up when you need it most.
Review Cooperating Agents TC's
When you go under contract and the agent on the other side has a Transaction Coordinator, pay attention to how well that TC communicates and provides parties with what is needed in the transaction. It’s a great real-world sample of their service. Did they stay organized, respond quickly, and keep the deal moving? If one stood out as exceptional, create a list and add them to it for future consideration.
Ask for Referrals
If you’ve found a TC you’re interested in trying, ask for referrals. A professional TC should be able to provide at least two active clients you can call directly. When you call them, ask honest questions that speak to your concerns like:
How well do they communicate?
Do they meet deadlines?
How smoothly do closings go?
Do clients ever get confused or left out of the loop?
Ask Other Agents
Ask fellow agents which Transaction Coordinators they recommend. If their top choice isn’t accepting new clients, ask that TC company who they recommend. The best coordinators often have a network of trusted professionals they can vouch for.
Read Google Reviews
Reviews offer a candid look into what agents and their clients experience when working with a TC company. Look for consistent patterns in feedback — communication, organization, and attention to detail should always stand out.
Ensure Compatibility
Personality, workflow fit, and even personal values can make or break a successful working relationship. Since you’ll be collaborating closely throughout each transaction, it’s worth taking the time to talk with TC prospects and get a feel for how they work. Ask them what they believe are the most important aspects of a strong agent–TC partnership.
Review Service Details
Before committing, take time to review exactly what’s included in a TC’s service package so you understand what you’re paying for. All Transaction Coordinators offer a basic package of sending introductory emails and ensuring broker paperwork compliance, but some but stop short of handling post-contract documents, financing and inspection contingency notifications, scheduling and/or additional tasks that may arise during the transaction.
SmoothTC, on the other hand, goes above and beyond the basics to help agents reclaim the maximum amount of time possible. Our services include untraditional offerings like:
Group SMS communication (with a real TC - not AI!) for seamless team updates
Calendar invitations for key transaction dates
Email and SMS deadline reminders
Full post-contract document management
Industry-leading technology for both the agent and the client, fully branded to the agent’s business.
🎃 Remember, don’t be scared to get help!
Ready to Get Started?
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Meet the Author
Sarah Bates is a Transaction Coordinator with a strong foundation in real property and transaction management. She holds a B.A. in English/Pre-Law from the University of Tennessee at Chattanooga and earned her Juris Doctorate from the Nashville School of Law, earning her the nickname of “a TC with a JD”.
She began her real estate journey as an Office Manager for a boutique brokerage, where she quickly applied her legal education and attention to detail to real estate transactions. In 2023, Sarah completed advanced professional training from the Transaction Coordinator Academy, solidifying her expertise in real estate transaction management.
Today, she serves as a Transaction Coordinator at SmoothTC with five years experience in the industry, specializing in managing transaction details, deadlines, and brokerage compliance for real estate agents. Her legal education, combined with hands-on experience, makes her a trusted resource for agents seeking smooth, accurate, and efficient closings.
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