Susanna Castro
Susanna Castro - Real Estate
The challenge
Transaction coordination spread across tools and inboxes, with no dedicated point person keeping leads, paperwork, and MLS records moving in sync - the kind of gap that causes missed deadlines and stalled files, not just disorganization.
Our approach
The risk in transaction coordination isn't any single missed email, it's having no single source of truth for a file. We centralized every active transaction inside dotloop and SkySlope so status, documents, and deadlines live in one place instead of scattered across texts and inboxes, then built a standardized checklist process so every file - regardless of who's handling it - moves through the same steps in the same order. On the lead side, contact happens proactively rather than reactively, because a lead that goes quiet for even a day is a lead a competing agent can pick up. Keeping MLS data accurate and current isn't just admin - a listing with a stale days-on-market count or incomplete fields loses visibility on buyer-facing portals, so listing upkeep is treated as an active part of keeping a property competitive, not paperwork to get to eventually.
What we built & run
- ✓Full transaction coordination inside dotloop and SkySlope, contract to close
- ✓Direct, ongoing contact with every lead so nothing sits waiting on a reply
- ✓Professional coordination between agents, lenders, and title on active files
- ✓MLS data entry and listing upkeep
- ✓General back-end support - the admin work that keeps a file moving without anyone chasing it
Result
Every active file tracked and moved through dotloop and SkySlope by someone whose only job is making sure nothing falls through.