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Pros and Cons of a Real Estate Transaction Coordinator vs. Virtual Assistant

By Bill Gassett | September 26, 2023

In the dynamic world of real estate, efficient and organized operations are essential for success. Real estate professionals often rely on support services to streamline their tasks and focus on their core responsibilities.

Two popular options for such support are Real Estate transaction coordinators and Real Estate virtual assistants.

From experience as a top-producing Realtor, a transaction coordinator has been a valuable part of my team. What a transaction coordinator does cannot be understated. Until she retired last year, my TC was a significant part of my success.

Maximum Real Estate Exposure explains everything you should know about the role of transaction coordinators. If you have considered hiring one, it will be a helpful resource.

We will examine both professionals' roles, advantages, and drawbacks to help you make an informed choice for your real estate business.

Transaction Coordinator vs Virtual Assistant

Real Estate Transaction Coordinator

A Real Estate Transaction Coordinator (TC) plays a crucial role in the real estate industry by taking charge of the administrative aspects of a real estate transaction. These professionals serve as a bridge between Realtors, brokers, and clients, ensuring that every step of the transaction process is managed efficiently and per legal requirements.

Here's a closer look at the essential responsibilities and advantages of working with a Real Estate transaction coordinator.

Responsibilities of a Real Estate Transaction Coordinator

Real Estate TC plays a pivotal role in ensuring the smooth execution of real estate transactions. Their responsibilities encompass various crucial tasks, each contributing to completing property deals.

Here, we outline some of the critical responsibilities undertaken by these dedicated professionals:

  • Document Management: TCs are responsible for handling all the paperwork involved in a real estate transaction. This includes contracts, disclosures, addendums, and any other necessary documents. They ensure all documents are correctly completed, signed, and filed on time. For a listing agent, this is an essential task.
  • Communication Hub: Transaction Coordinators are a central point of contact for all parties involved. They communicate with real estate agents, buyers, sellers, lenders, real estate attorneys, and other stakeholders to inform everyone about the transaction's progress.
  • Timeline Management: TCs create and manage a timeline for the transaction, outlining critical dates such as inspection periods, financing contingencies, and closing dates. Their help ensures that they meet deadlines, preventing delays in the transaction.
  • Coordination of Inspections and Appraisals: Once a house goes under contract, TCs schedule and coordinate property inspections, appraisals, and other necessary assessments. They ensure that these processes are completed within the specified timeframes.
  • Compliance Assurance: TCs are well-versed in real estate laws and regulations. They review all documents and contracts to ensure they comply with legal requirements. This helps reduce the risk of legal complications and disputes.
  • Problem Resolution: If issues or discrepancies arise during the transaction, TCs work to resolve them promptly. They may collaborate with real estate agents, brokers, and other professionals to find solutions and keep the transaction on track.

Advantages of Working with a Real Estate Transaction Coordinator:

  • Expertise: TCs have specialized knowledge of real estate contracts and regulations, reducing the risk of errors and legal complications. Their expertise helps ensure a smooth and compliant transaction.
  • Time-Saving: By handling paperwork, communication, and scheduling, TCs free up real estate agents and brokers to focus on their core responsibilities, such as sales and building client relationships. Speaking from experience as a seller's agent, time-saving was one of the most vital tasks.
  • Consistency: TCs follow standardized processes, ensuring that each transaction is executed consistently and precisely. This consistency contributes to a reliable and professional client experience.
  • Compliance: Staying up-to-date with changing real estate laws and regulations is part of a TC's job. Their vigilance reduces the risk of non-compliance, which could result in legal issues or transaction delays.

Here are some signs of an excellent real estate transaction coordinator.


  • Cost: Hiring a TC can be expensive, especially for smaller real estate businesses.
  • Limited Scope: TCs mainly handle administrative tasks and may not assist with broader business operations.
  • Dependence: Relying solely on a TC may limit an agent's understanding of transaction details.

Real Estate Virtual Assistant

A Real Estate virtual assistant (VA) is a remote professional who provides administrative and marketing services to real estate professionals, leveraging technology and online communication tools to deliver support remotely.

These VAs are highly adaptable and can assist with various tasks, making them a valuable asset for real estate agents, brokers, and companies.

Here's a closer look at what Real Estate Virtual Assistants do and the advantages of working with them:

Responsibilities of a Real Estate Virtual Assistant

Real Estate virtual assistants are versatile professionals who provide invaluable support to agents and professionals. Their skill set extends across various essential tasks, enabling real estate businesses to thrive. In this section, we outline the core responsibilities shouldered by these remote professionals.

  • Transaction Coordination: Virtual assistants can manage the administrative aspects of real estate transactions, similar to Real Estate transaction coordinators. They handle paperwork, communication, and scheduling, ensuring that transactions proceed smoothly.
  • Marketing Support: VAs assist with marketing efforts, including creating and managing marketing campaigns, designing promotional materials, and maintaining online listings and advertisements.
  • Social Media Management: They can manage social media accounts, create content, and engage with the online community to enhance an agent's online presence.
  • Lead Generation: Virtual assistants can research and identify potential leads, helping real estate professionals expand their client base.
  • Database Maintenance: VAs maintain client databases, ensuring that contact information and transaction details are current.
  • Email and Calendar Management: They manage email communications and appointments, ensuring that agents' schedules are well-organized.

Advantages of Working with a Real Estate Virtual Assistant:

  • Versatility: Real Estate virtual assistants are highly versatile and can handle various tasks. This flexibility makes them valuable assets for agents seeking comprehensive support beyond transaction coordination.
  • Cost-Efficiency: Hiring a virtual assistant is often more cost-effective than maintaining an in-house administrative team. You can save on office space, equipment, and other overhead costs.
  • Scalability: VAs can be hired part-time or full-time, making them scalable according to your business needs. This adaptability allows you to adjust the level of support as your real estate business grows or experiences fluctuations in workload.
  • Diverse Skillset: Many Real Estate Virtual Assistants possess diverse skill sets, including proficiency in various software tools, marketing strategies, and administrative tasks. This means you can rely on them for a wide array of responsibilities.
  • Remote Work Benefits: Working with a virtual assistant allows you to tap into a global talent pool, giving you access to professionals with specialized skills without being constrained by geographical limitations.


  • Remote Work Challenges: Managing a virtual team can be challenging, especially when dealing with time zone differences and communication issues.
  • Training Required: You may need to invest time initially in training a VA to understand your specific business processes and preferences.
  • Security Concerns: Sharing sensitive real estate data with a remote assistant can raise security concerns if proper safeguards are not in place.

Here is an excellent comparison of a transaction coordinator vs. a virtual assistant.

Final Thoughts

Choosing between a Real Estate transaction coordinator and a virtual assistant depends on your business's needs and resources. A TC may be better if you require dedicated transaction management and compliance support.

However, a VA could be the solution if you seek a versatile assistant who can handle a broader range of tasks and offer cost-effective scalability.

Ultimately, both roles can significantly enhance your real estate business's efficiency and allow you to focus on what matters most—building client relationships and closing deals.

To make the right choice, carefully evaluate your business requirements and budget constraints, and consider whether a specialized coordinator or a versatile virtual assistant aligns with your objectives.

Bill Gassett is an authority in the real estate industry with 38 years of experience. Bill is well respected for his informative articles for buyers, sellers, and fellow real estate agents to make sound decisions. His work has been featured on RIS Media, the National Association of Realtors, Inman News, Newsbreak, Credit Sesame, Realty Biz News, and his own authoritative resource, Maximum Real Estate Exposure. He has been on of the top RE/MAX agents in New England over the last two decades.
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