The Top 7 Mistakes Real Estate Agents Make Without a Transaction Coordinator
And How to Avoid Them Before It Costs You
In real estate, it’s easy to feel like you have to do everything yourself—from lead generation and client communication to paperwork and closing logistics. But agents who try to manage every detail alone often run into avoidable mistakes that slow them down, cost them money, or even damage their reputation.
Let’s break down the top 7 mistakes real estate agents make without a Transaction Coordinator (TC)—and how having one on your team helps prevent them.
1. Missed Deadlines
From the option period to the appraisal contingency to the financing approval date—there are dozens of time-sensitive milestones in every transaction. Miss one, and the deal could fall apart or leave your client exposed.
How a TC helps:
A Transaction Coordinator tracks all contract deadlines and sends reminders, so nothing slips through the cracks. They make sure option money is received, amendments are filed on time, and financing stays on track.
2. Incomplete or Non-Compliant Paperwork
Brokerages have strict compliance standards. Missing initials, unsigned forms, and out-of-date disclosures can delay closings—or worse, invite legal trouble.
How a TC helps:
TCs review every document for accuracy, collect missing signatures, and submit everything to the broker’s compliance portal so you stay protected.
3. Poor Communication with Clients and Vendors
A lack of regular updates can make clients feel anxious or frustrated. And when lenders or title companies don’t know what’s going on, the whole transaction slows down.
How a TC helps:
Your TC acts as a communication hub—sending updates to clients, looping in lenders and title reps, and making sure everyone knows what’s happening and when.
4. Burnout from Doing It All Yourself
Agents who try to manage every detail often find themselves buried in busywork—and that leads to stress, exhaustion, and inconsistent client service.
How a TC helps:
A TC frees up your time to focus on dollar-productive activities like showing homes, writing offers, and closing new leads—without working around the clock.
5. Sloppy Client Experience
Clients remember the little things—like timely updates, clear communication, and smooth closings. If you’re overwhelmed, it’s easy for service to slip.
How a TC helps:
Transaction Coordinators ensure a professional, consistent experience for every client, with reminders, timelines, and clean documentation that reflects well on you.
6. Forgotten MLS Status Updates
Neglecting to update the MLS (from Active to Pending to Closed) can cause confusion, attract unnecessary calls, or violate local board rules.
How a TC helps:
When instructed, your TC can handle all MLS status updates promptly and accurately—no more late-night logins just to check a box.
7. Slower Growth
If your time is eaten up by chasing signatures or managing compliance, it’s hard to scale your business. Every new contract just adds more stress.
How a TC helps:
With a Transaction Coordinator, you can take on more clients and transactions without compromising your service. That means more closings—and more income—with less chaos.
Final Thoughts: Stop Doing It All Alone
Ready to stop juggling and start growing?
Let’s talk about how we can support your transactions—so you can focus on what you do best. Contact us today!