Complete transaction management for both the seller and the buyer. This package ensures seamless communication and efficient coordination from listing to closing, covering all necessary documentation, deadlines, and coordination with all involved parties. Includes all services of the respective Silver and Gold Packages.
- Preparation and review of the Listing Agreement
- MLS listing input, including uploading photos, attaching required documents
- Change of Status in the MLS (as needed)
- Activating ShowingTime
- Tracking key dates and contract compliance
- Review of the contract to ensure it’s fully executed with signatures, initials, and dates
- Confirm that the buyer makes the deposits and request an escrow letter deposit
- Coordination of property access for inspections and appraisals (survey is aplica)
- Sending executed documents to client, agent, title company, and mortgage company
- Sending the buyer all the required information from the HOA(if applicable)
- Sending an introduction email with a detailed transaction timeline
- Follow-up with the buyer and the parties involved in the transaction process by email
- Send email updates to all involved parties
- Tracking contingencies and deadlines, including loan approval, inspection, and escrow due dates
- Tracking the buyer submits necessary application property insurance,HOA and obtains approvals HOA, (if applicable)
- Send you reminders of contract deadlines to all involved parties
- Coordinate closing time and location Inform all parties, senddirections, update calendar and send reminders
- Request Pay at Close to Broker (if applicable)
- Coordinating the final walk-through and closing Close out transaction in MLS
- Agent will handle the home inspection, negotiation and amendment to request repairs
- Complete contract AsIs and required addendum (as applied from the beginning or during the transaction)
- Review of the contract to ensure it’s fully executed with signatures, initials, and dates
- Make sure the buyer receives them bylaws(if applicable)
- Coordination with the lender, inspector, and other professionals
- Communication with the seller’s side title company and mortgage
- Confirm wiring instructions have been receive
- Sending an introduction email with a detailed transaction timeline
- Ensure the buyer makes deposits on time and request escrow
- Ensure that the buyer contacts the inspection company in time
- Tracking contingencies and deadlines, including loan approval, inspection, and escrow due dates
- Ensuring the buyer submits necessary application property insurance,HOA and obtains approvals HOA, (if applicable)
- Request Pay at Close to Broker (if applicable)
- Follow-up with the buyer and the parties involved in the transaction process by email
- Send you reminders of contract deadlines to all involved parties
- Coordinate closing time and location Inform all parties, send directions, update calendar and send reminders
- Send email updates to all involved parties
- Coordinating the final walk-through and closing
- Coordinate the delivery of keys Agent will handle the home inspection, negotiation and amendment to request repairs TASKS MAY VARY DEPENDING ON THE TRANSACTION
Complete management of a rental transaction for the tenant and landlord. This package guarantees fluid communication and efficient coordination from listing to key handover, covering all necessary documentation, deadlines, and coordination with all involved parties. Includes all services of the respective Titanium and Bronze Packages.
- Lease Agreement
- MLS listing input, including uploading photos, attaching
required documents, - Change of Status in the MLS (as needed)
- Activating ShowingTime
- Residential Lease and (other documents that apply)
- Review Residential Lease and (other documents that apply) to
ensure it’s fully executed with signatures, initials, and dates - Send the tenant the application HOA instructions (if applicable)
- Sending an introduction email with a detailed transaction timeline
- Tenant Screening Coordination
- Tracking Contract Terms and deposit
- Property Handover Coordination
- Coordinating the final walk-through and Delivery of keys
- Close out transaction in MLS
TASKS MAY VARY DEPENDING ON THE TRANSACTION
Contract to Lease.,Commission agreement, Rental application and(other documents that apply)
- Review Residential Lease and (other documents that apply) to
ensure it’s fully executed with signatures, initials, and dates - Ensure tenant receives HOA instructions (if applicable)
- Ensuring the tenant submits the HOA application obtains the
approval letter (if applicable) - Following up on contract terms, deposit, and deadlines
Coordinating property handover - Sending an introductory email that includes:
- Introducing all parties to the transaction
- A detailed transaction timeline
- Coordinating Property Walkthrough
- Ensure that the tenant submits all documentation required by the
Landlord - Coordinating the final walk-through and Delivery of keys
TASKS MAY VARY DEPENDING ON THE TRANSACTION
For clients who only need specific services, these are available at the following prices:
- MLS Listing Update: $70
- Show in Time Activation: $70
- Contract Preparation: $60 per contract
- Additional Documents: $40 per document
In addition to our standard packages, we also offer customized services tailored to the specific needs of each client or real estate agent. Whether you require additional support, unique document handling, or specialized coordination, we are here to ensure your transaction goes smoothly. Payment for personalized services is required upfront and is agreed upon at the time of negotiation.
Real Estate Agent Responsibilities
To ensure an efficient, smooth, and successful transaction process, the real estate agent must fulfill the following responsibilities. By doing so, the agent contributes to a seamless experience and helps guarantee a timely closing:
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1. Communication and Documentation Submission
- Email Communication: All communication related to the transaction must be done via email to maintain clear records and prevent misunderstandings.
- Complete and Accurate Information: The agent is
responsible for providing complete and accurate information necessary for preparing contracts, addenda, and other required documents. - Correct Contact Information: The agent must supply correct details for all parties involved in the transaction, including the title company, mortgage lender, brokerage, and clients.
- Timely Submission: All required documentation must be
provided within the contractual deadlines. Any missing or incorrect information must be corrected immediately to avoid delays.
2. MLS Access and Contract Negotiation
- MLS Access: The agent must provide MLS access when needed to help facilitate document preparation.
- Contract Negotiation: The agent is responsible for handling all aspects of contract negotiations, including any necessary amendments.
The Transaction Coordinator will prepare any addenda and obtain the required signatures but will not be involved in negotiating the contract terms. - Timely Communication: Any changes or results from
negotiations must be communicated promptly to ensure timely updates to the documents.
3. Review and Approval of Documents
- Document Review: The agent is responsible for reviewing all contracts, addenda, and documents prepared by the Transaction Coordinator before sending them to the client.
- Corrections and Adjustments: Any necessary corrections or adjustments must be communicated promptly to ensure accuracy and compliance.
- Liability: The Transaction Coordinator is not liable for errors in documents that were not reviewed by the agent before being sent to clients.
4. Timely Response and Compliance with Deadlines
- Prompt Updates: The agent must promptly communicate any updates related to the transaction, such as appraisal results, loan approval status, or inspection reports, to avoid delays.
- Monitoring Deadlines: The agent is responsible for Monitoring compliance with all contractual deadlines, including:
- Inspection periods
- Appraisal and loan approval
- Earnest money deposits
5. Coordination with All Transaction Parties
- Clear Communication: The agent must maintain open and clear communication with the Transaction Coordinator, title company, lender, other agents, and all parties involved in the transaction.
- Third-Party Updates: The agent is responsible for sharing any updates from third parties (such as lenders or title companies) with the Transaction Coordinator to ensure all deadlines are met.
- Obtaining Documents: If additional documents or approvals are required from the buyer, seller, or any other party, the agent is responsible for obtaining them in a timely manner.
6. Property-Related Responsibilities
- Property Declarations: The agent is responsible for removing personal belongings from the property, including lockboxes, signs, and brochures.
- Compliance: The agent must ensure that the buyer or seller has completed all property-related obligations, such as repairs or other agreements, before closing.
7. Accountability for Documentation Delays
- Responsibility for Delays: If the agent fails to provide the required documents within the contractual deadlines, they will be responsible for any resulting delays or complications.
- Consequences of Delay: Late document submission can lead to penalties, loss of deposits, cancellation or closing delays, for which the agent will be held accountable.
- Proactive Document Submission: The Transaction
Coordinator is not responsible for actively searching for missing documents beyond reasonable follow-ups. The agent must ensure proactive document submission.
Additional Recommendations: Regular Transaction Updates
To ensure a smooth process, the agent should:
✅ Stay Updated: Regularly review updates from the Transaction Coordinator and respond promptly.
✅ Communicate with Third Parties: Keep informed about updates from the title company and lender, and communicate any changes as needed.
✅ Confirm Pre-Closing Actions: Verify that all necessary steps have been completed before closing to avoid last-minute issues.
By fulfilling these responsibilities, the agent ensures a well-organized, efficient transaction process, leading to a successful and timely closing.
The Transaction Coordinator plays a key role in managing the administrative tasks, but the agent’s involvement and timely actions are crucial for the success of the transaction.
Transaction Coordinator Responsibilities
A Transaction Coordinator (TC) ensures a smooth and efficient real estate transaction by managing administrative tasks, tracking deadlines, and facilitating communication between all parties involved. Below are the key responsibilities of the Transaction Coordinator:
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1. Contract and Document Management
- Create, review and organize all transaction documents, ensuring they are complete and correctly filled out
- Prepare necessary addenda and disclosures as requested by the agent.
- Ensure all documents are signed and executed correctly by all parties.
- Maintain compliance with brokerage and state regulations for document submission.
2. Deadline Tracking and Compliance
- Monitor all critical deadlines, including:
- Inspection periods
- Loan approval deadlines
- Appraisal contingency dates
- Earnest money deposit deadlines
- Coordinar Walkthrough
- Ensure wired transfer for closing
Closing dates: Coordinate and inform the relevant parties of the date and time by email. - Coordinate key delivery.
- Send reminders to agents and parties involved to ensure all deadlines are met.
3. Communication and Coordination
- Serve as the main point of contact for title companies, lenders, and other involved parties.
- Keep the real estate agent informed of transaction status and pending requirements.
- Provide timely updates on appraisal results, loan approval, and inspection reports.
- Ensure all parties are aligned to avoid last-minute issues before closing.
4. Title and Escrow Coordination
- Confirm that the title company has received all necessary documents and is processing the transaction accordingly.
- Ensure earnest money deposits are submitted and confirmed.
Ensure wired transfer for closing
Obtain the Escrow deposit letter and send it to all parties - Verify that all contingencies and closing conditions are being met on time.Serve as the main point of contact for title companies, lenders, and other involved parties.
5. Lender and Mortgage Coordination
- Maintain communication with the mortgage lender to track loan approval progress.
- Confirm that all required financial documents are submitted by the buyer.
- Make sure you get the conditional loan approval and send it to all relevant parties.
6. Closing Preparation and Final Review
- Confirm all documents are complete and in order before closing.
- Ensure that final walkthroughs are scheduled as needed.
- Verify that closing figures match agreed terms before settlement.
- Provide the agent with a final checklist to ensure a seamless closing process.
7. Closing Preparation and Final Review
- Confirm Closure: Verify that the transaction has been successfully closed by obtaining all final transaction documents.
- Obtain copies of final closing documents and send them to all relevant parties.
- Thank You Letter: Draft and send a thank you letter to all parties involved in the transaction.
What the Transaction Coordinator Does Not Do:
❌ Negotiate contract terms or amendments.
❌ Advise clients on legal, financial, or contractual matters.
❌ Ensure the agent meets their responsibilities—agents remain responsible for their own compliance and documentation submission.
❌ Collect missing documents beyond reasonable follow-ups.