HiringTransaction coordinator job description: free template

A real estate transaction coordinator manages files from accepted offer to closing: opens escrow, builds and tracks every contract deadline, collects signatures and documents, coordinates the lender, title, inspector and appraiser, keeps clients updated and prepares the file for compliance and closing. Below is a template you can copy, with an optional bilingual (English/Spanish) version.

Job summary (copy)

We are looking for a detail-oriented Transaction Coordinator to manage our real estate files from accepted offer to closing. You will build and track every contract deadline, collect documents and signatures, coordinate with lenders, title and inspectors, and keep our clients informed so our agents can focus on clients and negotiations.

Responsibilities (copy)

Open each file: send the executed contract to all parties, open escrow and confirm the earnest money receipt.
Build the contract timeline and send reminders before every deadline – inspection or option period, appraisal, financing, title, closing.
Request, collect and review disclosures, addenda, amendments and signatures; keep files complete for broker compliance.
Coordinate with the lender, title or escrow, inspectors, appraisers, HOA and the other side's agent or TC.
Send clear status updates to buyers and sellers.
Prepare closing: schedule signing, confirm signers, review the settlement statement, send the wire-fraud warning, confirm the final walkthrough.
Close out files and keep records; invoice TC fees where applicable.

Requirements and skills (copy)

Strong organization and accuracy with dates; calm under deadlines.
Clear, short written communication; professional phone manner.
Knowledge of our state's standard purchase contract (or ability to learn it quickly).
Comfort with transaction software, e-signature and cloud documents.
Real estate license: [required / preferred / not required – per state rules and broker policy].

Bilingual version: add these lines

Fluent in English and Spanish, written and spoken.
Send client updates and explain each step in Spanish to Spanish-speaking buyers and sellers.
Keep legal terms accurate in both languages; legal documents stay in their official language.

How to measure the role

Deadlines met on time (no missed contract dates).
Files complete at compliance review on the first submission.
Days from contract to closing compared with the contract date.
Client and agent feedback after closing.

Questions about hiring a transaction coordinator

What does a transaction coordinator do?

Manages the paperwork and deadlines of a deal from accepted offer to closing and keeps everyone informed.

Does a transaction coordinator need a license?

It depends on the state and the tasks; check your state's real estate commission and your broker's policy.

In-house or independent TC?

In-house fits steady volume; independent TCs are paid per file and suit teams with variable volume.

Should a TC be bilingual?

If your clients include Spanish speakers, a bilingual TC reduces misunderstandings and missed documents.

What software should a TC use?

Transaction coordination software that builds deadlines from the contract, keeps checklists and updates clients.

Give your new TC one system from day one: ClosingCode builds each file's deadlines from the contract and keeps clients updated in English or Spanish.

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A general template – adapt it to your state's licensing rules, your brokerage's policies and employment law.

General information, not legal or employment advice. ClosingCode is software; it is not a law firm or brokerage.