👫 Transaction Coordinators in Georgia Real Estate Transactions

A good transaction coordinator isn’t a luxury. They are a smart addition to your operation when hired and managed the right way.

The best TCs bring proven systems that prevent details from falling through the cracks

A TC must understand and respect their lane: they coordinate transactions, they don’t represent clients or negotiate terms

Without clear accountability, there is confusion, compliance risk, and frustrated teamsTransaction coordinators need ongoing education about forms, deadlines, and brokerage procedures

A SMART TC (Systems, Mind Their Lane, Accountability, Responsiveness, Training) makes transactions run smoother and protects everyone

The SMART TC Framework

S — Systems

A good TC should bring organization, consistency, and accountability.

What to look for: - Uses documented checklists and workflows for every transaction - Tracks deadlines and contingency dates proactively - Maintains transaction files and documentation consistently - Creates predictable processes - Has a backup plan when unavailable - Uses technology effectively

Why it matters: A TC without systems is just another person you have to manage. A TC with systems makes your job easier. They catch what you miss. They make sure deadlines don’t slip. They create predictability.

Interview question: “What system do you use to make sure nothing falls through the cracks?” Listen for: Specific tools, checklists, and processes. “I’m really organized” is not a system.

M — Mind Their Lane

A TC should understand the difference between coordination and representation.

What they should NOT do: - Give advice about contract rights or obligations - Discuss legal consequences of contract provisions - Direct clients on whether to accept, reject, or counter offers - Negotiate contract terms with the other side - Perform any activity that requires a real estate license

What they SHOULD do: - Understand what activities require licensing - Know when to refer questions to the agent - Coordinate logistics and deadlines - Gather information and documents - Stay in touch with clients about process, not substance

Why it matters: When a TC steps outside their lane, they create liability for the agent and the broker. Clients get confused about who they hired. Compliance risk goes up. The TC doesn’t know they’ve crossed the line unless they understand what actions and communications require a license.

Interview question: “How do you handle situations when a client asks a question that goes beyond your role?”

Listen for: Clear examples of how they redirect to the agent.

REALsmart Reminder: A great TC helps move the transaction forward. They do not become an agent, broker, or attorney.

A — Accountability

Everyone should know who is responsible for what.

What to establish: - Clear written scope of services (in writing, not just verbal) - Defined responsibilities between TC, agent, and broker - Documentation of communications and decisions - Regular status updates - Escalation procedures for problems - Errors are addressed quickly and transparently

Why it matters: When something goes wrong - and something will - everyone should know whose responsibility it was and how to fix it. Vague roles create finger-pointing. Clear roles create solutions.

Interview question: “How do you communicate issues before they become problems?”

Listen for: Proactive communication, willingness to flag concerns early.

R — Responsiveness

Transactions move quickly. Delays can be costly.

What to expect: - Responds promptly to emails and calls during business hours - Communicates proactively (doesn’t wait to be asked) - Follows up on missing documents without nagging - Anticipates upcoming deadlines - Keeps all parties informed appropriately - Remains professional under pressure

Why it matters: A responsive TC accelerates the transaction. A slow or reactive TC creates bottlenecks. Clients notice. Other agents notice. It affects your reputation.

Interview question: “What is your typical response time during business hours?” Listen for: Specific timeframes (not “as soon as I can”).

T — Training & Compliance

Knowledge matters, especially when laws, forms, and brokerage policies change.

What to verify: - Understands brokerage procedures and policies - Stays current on forms and transaction practices - Knows record-keeping requirements - Receives ongoing education - Follows broker supervision requirements

Why it matters: Forms change. Laws change. Brokerage policies change. A TC who doesn’t keep up creates compliance risk and missed details. Regular education is not optional—it’s a cost of doing business.

Interview question: “How do you stay current on changes that affect transactions?” Listen for: Specific resources, attendance at training, commitment to learning.

The SMART TC Test

Before hiring a TC or evaluating the one you have, ask:

✅ S - Do they have proven Systems? Can they show you their checklists, workflows, and processes?

✅ M - Do they Mind Their Lane? Do they understand what they can and cannot do?

✅ A - Will they provide Accountability? Can you define roles clearly and expect them to stick to them?

✅ R - Are they consistently Responsive? Will they communicate proactively and stay on top of deadlines?

✅ T - Do they have the Training to support compliant transactions? Are they current on law, forms, and procedures?

⚠️ REALsmart Reminder

The best Transaction Coordinators don’t replace the agent. They create systems, manage details, maintain compliance, and keep transactions moving while respecting the limits of their role. Hiring a SMART TC is an investment in your business, your clients, and your peace of mind.

📥 Download / Tool / Resource

Use this before hiring, during onboarding, and for annual performance reviews.

TC and Assistant Onboarding and Training Guide 2026.pdf

Download PDF • 638KB

🎧 Don’t Miss This Week’s Episode

This week, Cheryl King and Maura Neill discuss what makes a TC valuable, what common mistakes derail them, and what separates a good TC from a great one.

Quotes from the Episode

“Transaction coordinators know what they can and cannot do. The problem is everyone else is trying to drag them into things they shouldn’t be doing.” — Cheryl King

“If you have a really great transaction coordinator, you are almost allowed to be a mediocre agent. They’ll keep you on deadline and know what forms you should use.” — Maura Neill

“The better informed your transaction coordinator is, and the clearer your lane is, the better the transaction goes.” — Cheryl King

“The agent hasn’t set expectations with their TC about when they enter the deal, or hasn’t been timely with them—that’s when things break down.” — Maura Neill

“A human being looking through a contract with a checklist will always be better than any spreadsheet, no matter what AI generates.” — Cheryl King

“The best transaction coordinators are people that are in your local market and are attending education classes—even if they’re not licensed.” — Cheryl King

Cheryl Conner King

Founder & Instructor

REALsmart Real Estate School

Attorney | REALTOR® | CE Instructor

📍 Based in Georgia | Teaching Statewide