Duties
Transaction Coordinator Duties Checklist
A transaction coordinator is not a replacement for the agent, broker, title company, escrow officer, lender, or attorney. The role is to coordinate the operational work that keeps the file organized, visible, and moving after contract.
1. Intake the file after contract
The first duty is turning a signed agreement into a working transaction file. That means the coordinator needs to know who is involved, what dates matter, what is missing, and which follow-up loops need to open immediately.
- Review the executed contract
- Identify parties and contact information
- Extract key deadlines
- Create the missing-item list
- Confirm title, escrow, lender, and brokerage requirements
2. Track deadlines and milestones
A TC should keep practical visibility into the dates that can affect closing. Tracking is not enough by itself; each deadline needs a next action and owner.
- Inspection and due diligence dates
- Appraisal and lender milestones
- Financing or loan commitment deadlines
- Title and escrow requirements
- Closing date and final logistics
3. Chase documents, signatures, and missing items
Most avoidable delays come from small items that sit too long. A strong coordinator keeps pressure on documents and signatures before they become closing-week problems.
- Disclosures and addenda
- Client IDs and required forms
- Missing initials or signatures
- HOA and association items
- Broker file requirements
4. Coordinate title, escrow, lenders, and parties
A TC does not replace title, escrow, or lenders. The duty is to keep communication moving around those parties so updates, requirements, and open items do not sit quietly.
- Title and escrow follow-up
- Lender and appraisal touchpoints
- Client reminders
- Agent updates
- Closing logistics
5. Report what moved, what is blocked, and who owns the next action
The coordinator should not disappear into the file. Agents, team leaders, and brokerages need quick visibility into current status and closing risk.
- Current file status
- Blocked items
- Owner of next action
- Upcoming deadline
- Closing risk notes
6. Keep role boundaries clear
A TC can support the transaction, but the role gets weaker when strategic, legal, compliance, or relationship decisions are pushed onto the coordinator instead of the responsible licensed party.
- Agent keeps advice and negotiation
- Brokerage keeps compliance approval
- Title and escrow keep required title/escrow work
- Lender keeps underwriting and funding decisions
- Coordinator keeps follow-up and file movement visible
Where Onai adds speed to the TC role
Onai focuses on launching files quickly, identifying missing items early, keeping pressure on bottlenecks, and measuring performance against your current average close time.
- Fast file launch
- Earlier missing-item visibility
- Daily bottleneck follow-up
- Role-aware coordination
- Baseline comparison after close