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Role spoke · Real estate

Hire a transaction coordinator, bilingual and office-based. Every file worked contract to close.

Hiring a real estate transaction coordinator usually means choosing between an in-house salary and a per-file service splitting attention across every agent it serves. This is the third route: a native Spanish + English coordinator working in your transaction platform on the administrative side of every file. Contracts opened into checklists, contingency deadlines tracked, signatures and documents chased, lender and title communication coordinated, the broker compliance file kept audit-ready. Anything that requires a license routes to your agent. On live files in 7 days. $1,497/month, no annual contract.

Book a 30-min fit call
or call (561) 774-6265

ICP: residential brokerages and teams staffing contract-to-close coordination · Administrative scope only

TC ROLE SPECROLE SPEC
FILES
Opened same day, worked contract to close
DEADLINES
Contingency + closing calendar tracked
PLATFORMS
SkySlope · Dotloop · Brokermint · Paperless Pipeline
COVERAGE
20+ hrs of live coverage a day, scheduled per engagement, Eastern Time anchored
SCOPE
Administrative coordination · no negotiating, contract advice, soliciting, or showings
Flat monthly. Cancel any month.USD
0108The role

The TC role, split at the licensing line.

Every closing runs two kinds of work stacked in the same file: the licensed conversations that require your agent, negotiating, advising, selling, and the administrative volume around them that never required a license at all. A transaction coordinator earns their keep by taking the whole administrative half, in both languages, with every touch documented where your broker can audit it. Six lanes make up the standing role.

File opened

Executed contract to working checklist, same day

The moment a contract goes fully executed, the coordinator opens the file in your transaction platform: every page checked for signatures, initials, and dates, the contingency calendar built from the contract’s own deadlines, the parties list assembled with contact details verified, and the introduction email sent to all sides in English or Spanish from your template. Your agents move to the next client while the file starts moving on its own.

Deadlines tracked

The contingency calendar, worked instead of watched

Inspection periods, appraisal deadlines, financing contingencies, HOA and condo document windows, the closing date. Each one sits on a tracked calendar with reminders staged before the date, not after it. The party who owes an action gets the nudge in their language, your agent gets flagged the moment a date is at risk, and no extension request gets drafted the night before a deadline.

Documents chased

Signatures and paperwork chased until they land

Missing initials, unsigned disclosures, addenda that went out and never came back, the survey, the condo approval, the loan commitment letter. The coordinator chases every outstanding item on a standing cadence, in English or Spanish, and files each document under your naming conventions the day it arrives. The question of whether the file has something gets answered by the file, not by memory.

Communication coordinated

Lender, title, co-op agent, and clients kept current

Weekly status updates to buyers and sellers in the language they actually speak. Scheduling for inspections, the appraisal, the final walkthrough, and closing. Standing check-ins with the lender and the title or escrow company so surprises surface early instead of at the closing table. The coordinator relays facts, dates, and documents; the moment a conversation turns toward price, repairs, or terms, it routes to your agent with the context already written up.

Compliance file kept

Broker file complete before closing, not after

Every required document in the file, named per your conventions, checked against your brokerage’s compliance checklist while the transaction is still open. When your broker or an auditor opens the file, it reads clean. File compliance is the unglamorous half of the TC role and the first thing that slides when agents coordinate their own closings. Here it is a standing daily block.

Closing coordinated

To the closing table, then closed out properly

Final walkthrough scheduled, closing time confirmed with every party, commission paperwork prepared per your process, possession and key logistics relayed as the contract states them. After settlement the file gets archived complete, the CRM gets updated, and your post-closing touch, the review request, the testimonial ask, the referral follow-up, goes out per your playbook instead of falling into the gap between closings.

This page frames the engagement by role, and the role is the file. The phone side of unlicensed real estate work, speed-to-lead, qualification, appointment setting, lives with our bilingual real estate ISA, including its state-by-state scope table for unlicensed phone work. Teams that live in Follow Up Boss get the platform-deep cut on our Follow Up Boss virtual assistant page.

0208Hiring routes

Three ways to hire a transaction coordinator. Only one of them is ours.

Search for how to hire a transaction coordinator for real estate and three different products come back wearing the same label. They solve different problems, and the honest move is to name which problem each one solves.

Hiring in-house. A full-time TC seat carries a salary, payroll taxes, benefits, a software seat, the recruiting cycle that precedes the hire, and the management hours the seat consumes after it. It is the right route when your file volume keeps the seat busy year-round and the role needs to sit in your office. None of that argues against in-house. It argues for counting what the route contains, including the full restart every time the seat turns over. Our in-house hire vs managed agency comparison walks the whole ledger.

Per-file TC services. Independent transaction coordinators and TC companies price per closed file, and that is the right math at low volume: a handful of closings a year does not justify a monthly seat, and we say so on fit calls. The trade is structural. Per-file attention is divided across every agent the service carries, the person on your files can change as the service’s roster changes, and the between-file work, CRM hygiene, pre-listing paperwork, Spanish-language status calls, is not in the per-file price.

A managed coordinator on a flat month. One dedicated bilingual coordinator working your files contract to close in your transaction platform, office-based, supervised, on a flat monthly subscription that does not move with your closing count. The administrative scope stays clean, everything licensed routes to your agents, and the coordinator’s spare capacity works your between-file backlog instead of somebody else’s files.

0308Built on structure

Judge the structure around the person, not the resume in front of you.

Most TC options sell you the person: credentials, years of files, arrival skills. All of that evaporates the day the person leaves, and every pipeline eventually loses a person, usually mid-file. Ask instead what surrounds the coordinator: where they sit, who issues the machine your client files are opened on, who reviews their work every week, and what happens on the day they leave. Those answers are the product. Ours are structural, and they hold whichever coordinator is in the seat.

Office-based, logged access

Coordinators work from a managed LATAM office on company-issued equipment. Access to your transaction platform, CRM, and email happens on machines we control, under logins that are logged. When your broker asks how an outside coordinator’s access to client files is governed, the answer exists in writing.

Embedded supervisor

A supervisor sits in the same office, samples live files and client communication every week, corrects course the same day, and keeps the written SOPs current. File quality review is somebody’s standing job, not a promise in a sales deck.

3-operator warm bench

Behind every engagement sit three bench operators in the same office, under the same supervisor, with your SOPs on file. Replacement is continuity, not a new recruiting cycle: the incoming coordinator inherits your documented checklist and the open files’ records, and the 5-business-day SLA holds because the bench is already warm.

Eastern Time alignment

The office is anchored on Eastern Time, so the coordinator’s working day is your market’s working day. Title companies, lenders, and co-op agents get same-hour responses. Coverage is scheduled per engagement, with 20+ hours of live coverage a day available across the schedule. No offset-timezone handoff gaps on a file with a deadline every week.

Bilingual EN/ES by default

Every coordinator is a native Spanish speaker with professional-fluency English. Spanish is not a surcharge tier or a lucky hire; it is how the bench is built, because Spanish-first buyers and sellers are where residential volume is growing in Florida, Texas, and California.

0408The licensing line

Administrative scope, designed in, not worked around.

The administrative boundary is not a limitation we apologize for. It is the design decision that keeps the engagement defensible: a file where the split between coordination and licensed activity is written down, taught, and reviewed weekly holds up in a way an improvised arrangement never does. State license law draws the line in roughly the same place everywhere, clerical and administrative work under a licensee's supervision is open to unlicensed staff, while negotiating, advising, soliciting, and showing are not. The details differ by state, so the FAQ below answers the license question for California, Florida, Texas, and Georgia one state at a time. Your broker owns the final task list, decided during onboarding and written into the SOPs. Four refusals hold on every file, in both languages.

No negotiating

The coordinator never negotiates price, repair requests, credits, or terms, in either language. Extension requests and repair responses get documented in the file and routed to your agent, who owns the conversation.

No contract advice

No interpreting contract language, no advising a party what a clause means or what they should do about it. Questions about rights and obligations route to the licensed agent, and where your process calls for it, to the party’s attorney.

No soliciting or showing

No prospecting for listings, no hosting open houses, no showing property, no marketing activity that state license law reserves for licensees. The coordinator’s lane is the file, not the sale.

No improvising on gray zones

State lines differ on what an unlicensed assistant may say and do. Wherever the answer is not already written in the SOPs, the coordinator escalates to your agent before acting. That default is what keeps the file defensible.

A closing is forty small deadlines wearing one big one. Somebody has to own the forty. It should not be the person your state pays a license to negotiate.

A founder note

0508Why bilingual changes the outcome

The growth side of your closings speaks Spanish first.

44.9 million people in the US speak Spanish at home (US Census Bureau, 2024 ACS). Inside a transaction, that number looks like a buyer signing the largest contract of their life in their second language: disclosure packets in English, lender emails in English, a contingency deadline missed not from carelessness but because the status update never landed in a language the client fully processes. Agents feel it as the file that goes quiet, the extension that could have been avoided, the closing-week scramble.

A transaction coordinator built bilingual inverts the default. Status updates, document chases, and scheduling happen in the client's language, where the file stands gets explained clearly (never what the contract means, that stays with your agent), and every note lands in English so the broker file stays clean and auditable. The category context for that operating discipline is our bilingual virtual assistant service; this page is the transaction coordinator cut of it.

0608Taught your way, not claimed

No coordinator arrives knowing your brokerage. Seven days closes the gap honestly.

An in-house TC hire takes weeks to learn your conventions, and nobody finds that suspicious. Yet remote staffing gets sold with arrival fluency implied, as if your checklist, your naming conventions, and your compliance requirements were industry standards instead of decisions your brokerage made. They are yours, and only your team can teach them. So the model says it plainly: your team teaches, our supervisor documents, and the written SOPs are what the coordinator works from on Day 1 and what any future replacement inherits.

Days 1-3 · Client-led setup

You add the coordinator to your transaction platform, CRM, and email with the access your brokerage policy allows, working in your SkySlope, Dotloop, Brokermint, or Paperless Pipeline. Your team walks through your setup: the contract-to-close checklist you actually run, your naming and filing conventions, your compliance checklist, your communication templates, where your broker draws each task boundary. Our supervisor sits in and turns all of it into written SOPs.

Days 4-6 · Shadowing live files

The coordinator shadows your live files: how your team opens a contract, how deadlines get tracked today, how your title companies and lenders like to communicate. Draft status updates and document chases go out only after your review. Bilingual client communication gets rehearsed in supervised role-plays, in both languages, against the standards your team set.

Day 7 · First live file, supervised

The coordinator opens their first live file under supervisor review: contract checked page by page, calendar built, introduction email out, chase cadence started. Your agents see every touch in the platform, and same-day correction applies to anything that misses your standard.

Week 2 · Autonomous

The coordinator runs the full contract-to-close cadence on their own: new files opened same day, deadlines tracked, documents chased, parties updated, compliance checked, closings coordinated. Supervisor sampling continues weekly. The Week 1 SOPs mean a bench replacement never starts from zero on your files, which is what makes the 5-business-day replacement SLA a commitment rather than a hope.

0708Pricing

$1,497 a month. Full-time. Flat. Published.

Flagship · Operator for transaction coordination
$1,497/mo

40 hrs/wk full-time. One bilingual coordinator working your files contract to close in your transaction platform from our office, with a shared supervisor and the 3-operator warm bench behind them.

Start with Operator →

Starter ($897/mo, one coordinator at 20 hrs/wk part-time) fits solo agents and small teams with lighter file volume, document chasing and compliance checks being the usual starting point. Team ($3,497/mo, two operators with a stepped-up shared supervisor, 6-month minimum) covers brokerages coordinating steady volume across daytime and evening coverage at the same time. Custom is quote-based for configurations beyond Team: 5 or more operators, extended-hours coverage, a dedicated supervisor. Full detail and the universal terms at /pricing, and the full market math, hourly bands, and in-house wage loads in our Spanish-speaking virtual assistant cost guide.

0808Questions

Common questions from teams hiring a transaction coordinator.

01What does a real estate transaction coordinator virtual assistant do?
A real estate transaction coordinator virtual assistant manages the administrative side of a purchase file from executed contract to closing: opening the file and building the checklist in the transaction platform, tracking contingency and closing deadlines, chasing signatures and outstanding documents, coordinating communication among the lender, the title or escrow company, the co-op agent, and the clients, keeping the broker compliance file complete, and closing the file out after settlement. The same role is sometimes searched as a virtual transaction coordinator. With Assistiq the role comes managed rather than freelance: the coordinator is office-based on company equipment, bilingual in English and Spanish, anchored on Eastern Time, and supervised by an embedded team lead who samples files weekly. Anything that requires a real estate license, negotiating, interpreting the contract, soliciting, or showing property, routes to the licensed agent on the file.
02How do I hire a transaction coordinator for real estate?
Three routes exist: hire in-house on salary, pay an independent TC service per closed file, or put a managed coordinator on a flat monthly subscription. The honest sort: in-house wins when file volume justifies a year-round seat in your office, per-file wins at a handful of closings a year, and the managed route wins when volume is steady and you want one dedicated, supervised coordinator without the payroll load. Hiring through Assistiq takes one 30-minute fit call to scope your monthly file volume, your transaction platform, and where your broker draws the licensed line, then a 7-day onboarding in which your team teaches your conventions and our supervisor writes them into SOPs. The coordinator is working live files by Day 7 and carrying the pipeline autonomously by Week 2.
03How much does a transaction coordinator cost?
Assistiq publishes flat monthly pricing. Starter is $897 per month for one bilingual coordinator at 20 hours per week. Operator, the tier most teams choose, is $1,497 per month for one full-time bilingual coordinator at 40 hours per week with a shared supervisor. Team is $3,497 per month for two operators with a stepped-up shared supervisor on a 6-month minimum. Custom is quote-based for configurations beyond Team. For comparison, independent TC services usually price per closed file, a model that beats a monthly seat at low volume and loses to one as volume steadies. No annual contract on Starter or Operator, cancel after Month 1, 7-day money-back on Starter and Operator, and a 5-business-day replacement SLA backed by a 3-operator warm bench. The full market math, including hourly bands and in-house wage loads, lives in our cost guide at assistiq.io/cost/spanish-speaking-virtual-assistant-cost.
04Can I hire a bilingual real estate transaction coordinator?
Yes. Every Assistiq coordinator is a native Spanish speaker with professional-fluency English, so a Spanish-first buyer or seller gets status updates, document requests, and scheduling calls in Spanish, and the file notes get logged in English so the broker file stays clean and auditable. 44.9 million people in the US speak Spanish at home per the US Census Bureau 2024 ACS, and Spanish-first buyers are a growing share of residential closings in Florida, Texas, and California. Most TC options treat Spanish as an add-on or a lucky hire. Here it is the default, because the bench is built from native Spanish speakers.
05Does a transaction coordinator need a real estate license?
Not for administrative coordination work in most states, and administrative coordination is the entire Assistiq scope. The pattern that repeats across state real estate commissions: clerical and administrative support performed under a licensee’s supervision, tracking dates, assembling and relaying documents, scheduling, factual status communication, does not require a license, while negotiating, advising on the contract, soliciting business, and showing property do. The four answers below cover California, Florida, Texas, and Georgia one at a time, because the guidance detail differs by state. Two disciplines keep the question academic on our engagements: the coordinator’s task list is written into SOPs during onboarding with your broker deciding each boundary, and anything uncertain routes to your licensed agent before the coordinator acts.
06Does a transaction coordinator need a license in California?
No, not for purely administrative coordination performed under a licensed agent’s or broker’s supervision. The California Department of Real Estate’s guidance on unlicensed assistants permits clerical transaction work: tracking deadlines, preparing and relaying documents at a licensee’s direction, and communicating factual status. A license becomes required the moment the coordinator negotiates terms, advises a party on the contract, or solicits business. Many California TCs hold a license anyway because their role brushes those lines; Assistiq keeps the role on the administrative side of them, with everything licensed routing to your agent. Your broker confirms the exact task boundary during onboarding, and our supervisor writes it into the SOPs the coordinator works from.
07Does a transaction coordinator need a license in Florida?
No. Florida’s license law reaches licensed real estate services, negotiating, soliciting, and advising for compensation, and leaves purely administrative and clerical support performed for a licensee outside the license requirement. An unlicensed transaction coordinator in Florida can open files, track contingency and closing deadlines, chase documents, coordinate with title and lender offices, and relay factual status under your supervision. The line holds where it holds everywhere: no negotiating, no contract advice, no soliciting. Florida is Assistiq’s home market, so the Florida posture is the one our TC SOP templates were first written around, and your broker still confirms the final task list during onboarding.
08Does a transaction coordinator need a license in Texas?
No, for administrative work, and Texas is the most explicit of the four states about the boundary. TREC permits unlicensed assistants to perform clerical and administrative tasks and enumerates what unlicensed staff may not do: negotiate, solicit, show property, or discuss terms on a licensee’s behalf. Transaction coordination that stays inside deadlines, documents, scheduling, and factual status relay sits on the permitted side of that enumeration. The practical discipline is the one the Texas rules imply: write the task list down, teach it, and route anything that approaches licensed activity to the agent, which is exactly how the Assistiq SOPs are built.
09Does a transaction coordinator need a license in Georgia?
Generally no for purely administrative coordination under a broker’s supervision, with a caveat we state plainly: Georgia publishes less detailed unlicensed-assistant guidance than Texas or California, so Georgia brokers tend to draw the task list conservatively. Georgia license law reserves negotiating, soliciting, advising, and showing property for licensees; clerical support that stays clear of those activities is the working posture for unlicensed TC work. On Georgia engagements we treat the thinner guidance as a reason for tighter SOPs, not looser ones: your broker decides each task boundary during onboarding, our supervisor writes it down, and anything uncertain routes to your agent before the coordinator acts. Confirm the final task list with your broker; we build that confirmation into Days 1 to 3.
10Which transaction management platforms do your coordinators work in?
Whichever one your brokerage runs. Engagements scope coordinators working in SkySlope, Dotloop, Brokermint, and Paperless Pipeline, alongside the CRM your team lives in, most often Follow Up Boss on our real estate engagements. The delivery model is identical across platforms because it was never built on platform pre-expertise: your team teaches your instance and your checklist conventions during the 7-day onboarding, and our supervisor documents them as written SOPs. For the CRM side of real estate work, we publish a dedicated Follow Up Boss page covering Smart Lists, Action Plans, and the daily queues in that platform’s own vocabulary.
11How does onboarding work if the coordinator has never seen my brokerage?
Honestly, and in seven days. No coordinator arrives fluent in your transaction platform, your naming conventions, or your compliance checklist, and we would distrust any provider claiming theirs do. Days 1 through 3 are client-led setup: your team teaches your systems and your contract-to-close checklist while our supervisor documents everything as written SOPs. Days 4 through 6 are shadowing your live files and rehearsing bilingual client communication against the standards your team set. Day 7 is the first live file opened under supervision. By Week 2 the coordinator runs your pipeline autonomously, with weekly supervisor sampling ongoing. The SOPs are the point: they make the knowledge survive any future operator change.
12Should I use a per-file transaction coordinator service instead?
Sometimes yes, and we will say so on the fit call. If you close a handful of transactions a year, per-file pricing beats a monthly seat, and an independent TC is the right purchase. The flat-monthly model earns its keep when volume is steady: the per-file math climbs past the subscription, and the structural differences start to bind. A dedicated coordinator holds your conventions instead of splitting attention across every agent a service carries, the between-file work, CRM hygiene, pre-listing paperwork, Spanish-language client communication, has an owner, and turnover is handled by a supervised bench with your SOPs on file rather than by whoever the service assigns next.
13What happens if my transaction coordinator leaves?
Your files in flight do not restart. Three bench operators sit behind every engagement in the same office, under the same supervisor who has been sampling your files since Day 1, with the written SOPs from your onboarding on file. A replacement steps onto your documented checklist and the open files’ records rather than starting from zero, inside the 5-business-day replacement SLA, with unlimited replacements as a universal term. What carries the transition is not a rushed hire; it is the fact that your conventions were written down from Week 1.

Talk through your contract-to-close pipeline. 30 minutes, no slides, no sales pitch.

We will walk through your monthly file volume, your transaction platform, your Spanish-language share, and where your broker wants the licensed line drawn. You will know within the call whether we are a fit, including if the honest answer is that a per-file TC service beats us at your volume.

Book a 30-min fit call
or call (561) 774-6265

Or reach us directly at hello@assistiq.io.