Transaction Coordinator job description.
A transaction coordinator manages the administrative and paperwork side of real estate transactions from contract to closing, keeping agents, clients, lenders, and title companies aligned on deadlines and documentation. They track contract milestones, prepare and review paperwork for accuracy and compliance, and communicate proactively to prevent delays. The role requires strong organizational skills and close attention to detail across multiple concurrent transactions.
The Transaction Coordinator job description · $29
The full editable .docx — role summary, 9 worked responsibilities, qualifications, and skills, formatted for your letterhead. Delivered to your inbox within 24 hours — usually instantly.
Role: Transaction Coordinator Reports to: Real Estate Broker or Team Lead
A transaction coordinator manages the administrative and paperwork side of real estate transactions from contract to closing, keeping agents, clients, lenders, and title companies aligned on deadlines and documentation. They track contract milestones, prepare and review paperwork for accuracy and compliance, and communicate proactively to prevent delays. The role requires strong organizational skills and close attention to detail across multiple concurrent transactions.
- Track contract deadlines, contingencies, and milestones for each transaction
- Prepare, review, and organize transaction paperwork for accuracy and compliance
- Coordinate communication between agents, buyers, sellers, lenders, and title/escrow companies
What's inside the document.
One-paragraph plain-English explanation of the role's outcome and scope.
9 responsibilities phrased the way the work is actually done.
5 qualifications a candidate must have to perform on day 30.
3 qualifications that would make a candidate excellent in year two.
6 skill chips you can copy directly into your ATS.
Real Estate Broker or Team Lead
A complete document set.
- Word document (.docx) — fully editable
- PDF — signature-ready
- Google Docs — one-click copy to your Drive
- 12 months of updates to this document
- Commercial-use licence for internal and client work
The work, not the title.
- Track contract deadlines, contingencies, and milestones for each transaction
- Prepare, review, and organize transaction paperwork for accuracy and compliance
- Coordinate communication between agents, buyers, sellers, lenders, and title/escrow companies
- Schedule inspections, appraisals, and closing appointments
- Maintain transaction files in the brokerage's compliance and CRM systems
- Follow up on outstanding documents and signatures
- Flag potential issues or delays and escalate to the agent
- Ensure all required disclosures and forms are completed and filed
- Send closing confirmations and post-closing follow-up to clients
Required — and what would make a candidate excellent.
- High school diploma or equivalent; associate or bachelor's degree preferred
- Experience in real estate, title, escrow, or mortgage administration
- Strong organizational skills and ability to manage multiple files at once
- Familiarity with real estate contracts and transaction documentation
- Proficiency with transaction management or CRM software
- Real estate license or coursework
- Experience with e-signature and transaction management platforms (e.g., Dotloop, SkySlope)
- Notary public certification
Eight steps from download to publish.
- 01Open the Transaction Coordinator job description in Word or your one-click Google Docs copy.
- 02Replace placeholders for company name, reporting line, and location with your specifics.
- 03Tighten the summary to one paragraph that names the team's outcome, not just the role.
- 04Edit the responsibilities to match the actual scope of the seat — aim for 6 to 8 items, not 12.
- 05Separate required qualifications from preferred. Required is what a candidate must have to do the work on day 30; preferred is what would make them excellent in year two.
- 06Add salary range guidance using BLS, Payscale, or your own band data — do not copy generic figures.
- 07Have the hiring manager and one peer read it. Cut anything that wouldn't survive a candidate question.
- 08Publish to your ATS, intranet, and external careers page.
The right document at the right moment.
Use this Transaction Coordinator job description any time you are opening or reopening a seat at this level. The mid band sets the calibration — copy the document, tighten it to your specific scope, and circulate to the hiring panel before the first interview.
The reporting line (Real Estate Broker or Team Lead) and skills list are starting points. Override either if your org structure or stack differs from the norm — the template is a draft, not a contract.
Honest answers before you download.
- Does a transaction coordinator need a real estate license?
- Licensing requirements vary by state and brokerage; some transaction coordinators are licensed agents, while others work in an unlicensed administrative capacity that avoids activities requiring a license.
- How many transactions can a transaction coordinator typically manage at once?
- This varies by market and brokerage, but experienced coordinators often manage a caseload of a dozen or more concurrent transactions using dedicated transaction management software.
Other documents in this neighbourhood.
Real Estate Agent
A Real Estate Agent represents buyers or sellers in property transactions, guiding clients through listing, showing, negotiation, and closing.
Real Estate Assistant
A Real Estate Assistant provides administrative and operational support to real estate agents or brokers, helping manage listings, client communication, and transaction paperwork.
Real Estate Broker
A real estate broker manages property transactions and oversees licensed agents, ensuring deals comply with regulations and close successfully.
This Transaction Coordinator job description is a professionally drafted starting point for your hiring process and is not legal advice. Hiring practice varies by jurisdiction (e.g. pay-transparency laws differ across US states and AU jurisdictions). Adapt this document for your specific location and have employment counsel review any clauses you add before publishing. Salary varies by region, employer type, and experience. Reference BLS or current industry surveys for ranges. Full disclaimer.