A real estate transaction coordinator VA is a remote assistant who runs the back end of your deals: opening the file, tracking every date, collecting documents and keeping agents, lenders and title on the same page. We do this work in dotloop, SkySlope and zipForm for agents and teams who are tired of finding out about a missed deadline the day it matters.
What a transaction coordinator VA does
Once a contract is signed, a deal turns into a long list of small tasks with hard dates attached. Those tasks are where deals slip. Our job is to own the list so you do not have to.
In practice that means we:
- Open and organize each file in dotloop or SkySlope, with documents named and filed the same way every time.
- Build and maintain a standardized checklist for every transaction.
- Track contract dates and follow up before they come due.
- Chase signatures, disclosures and documents from clients and other parties.
- Coordinate with the other agent, the lender and the title company.
- Enter MLS data and keep listings up to date.
- Send you clear status updates so you always know where a file stands.
How it works in practice
We start with a short conversation about how you run deals today. Which platform do you use, what does your brokerage require, and where do things usually go wrong? From there we set up a checklist that matches your process, not a generic one.
Each active file gets one source of truth. Documents, dates, notes and contacts live in the file itself, not in scattered email threads or text messages. When something changes, we update the file and tell you.
The first few files are a working trial. We expect your feedback, and we adjust the checklist as we learn how you like things handled. After that, most of the work runs without you needing to touch it.
Platforms we work in
We use dotloop and SkySlope for file management and zipForm for forms. If your brokerage requires a different system, tell us up front. We would rather say we are unsure than guess on your deal.
What this looked like for a client
Susanna Castro came to us for full transaction coordination. We ran her deals in dotloop and SkySlope, with a single source of truth for each file and a standardized checklist behind every transaction. We coordinated between agents, lenders and title, handled her MLS data entry and listing upkeep, and made proactive contact with leads along the way. You can read more in the Susanna Castro case study.
For Pamela Peninsula, who runs real estate and property management, transaction coordination was one piece of a bigger setup. We formalized her coordination process, unified her CRM across both business lines, and worked with her brokerage partners. Details are in the Pamela Peninsula case study.
Transaction coordinator or general VA?
Some agents only want help with closings. Others want a single assistant who covers closings, CRM and follow-up. Both are reasonable. Our post on transaction coordinator vs virtual assistant walks through how to decide, and the cost guide shows the published market ranges for per-file and hourly pricing. We do not publish our own price, because it depends on your volume and scope.
What you need to provide
We work best when a few things are in place. We need access to your transaction platform, your brokerage’s file requirements and a way to reach you for decisions. We do not need you to be available all day. We need clear answers to a short list of questions when something changes on a file.
Who this is for
This works well for agents and small teams who:
- Close enough deals that paperwork is eating into selling time.
- Want every file handled the same way, every time.
- Already use, or are willing to use, dotloop, SkySlope or zipForm.
- Would rather review a status update than chase documents.
Who this is not for
We are not a fit if you need someone to negotiate, advise clients or act in a licensed capacity. We do administration and coordination, and your broker stays responsible for compliance. We are also remote and Pakistan-based, so if you need someone physically present at closings, you will need a local solution for that part.
If you want to see how this would run on your own files, our CRM virtual assistant service pairs naturally with it, and a free consult is the fastest way to get a clear scope and number. You can also start with 5 free VA hours.