Transaction Coordination

Situation

An independent broker in Florida lost a deal because a contract addendum wasn’t sent within the contingency window. The buyer walked. The brokerage was carrying 6-12 deals at any given time with no dedicated transaction coordinator.

What the VA did

We placed a transaction-coordination VA pre-trained on Florida contracts, the brokerage’s compliance checklist, and dotloop. Every new contract triggered a 24-hour countdown to all critical dates: inspection, financing, appraisal, closing. The VA sent reminders the day before each deadline and confirmed status with the agent.

Outcome

Zero missed deadlines across the next 17 transactions. The brokerage reduced its E&O exposure and freed the broker to actually prospect. The TC role now covers itself with one saved deal per quarter.

The takeaway

The cost of one blown contingency deadline is higher than a year of a dedicated TC. A trained VA pays for itself the first time they catch a date.