Transaction Coordination

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When a transaction is under contract I will: 

 

• Coordinate opening of the file with Attorney/Title Company and handle all documents securely.

 

• Introduction email will be sent providing a timeline of deadlines with a copy of the executed contract to the Coop-Agent, Buyers Agent, Buyer/Seller - (Your Buyer/Seller as appropriate) Lender, Attorney, and Title Company.

 

• Ensure everything is fully executed with dates, initials, signatures, and Broker information is completed.

 

• Submit all required contract documents to the Broker for compliance.

 

• Send/request disclosure packages and gather signatures, if needed.

 

• Ensure the Lender, Attorney, Title Company, and Broker receive any amendments or changes to the contract.

 

• Verify EM deposit and obtain receipt from escrow.

 

• Confirm inspections have been set up in accordance with offer deadline.

 

• Confirm inspection date and time with Buyer’s agent.

 

• Ensure all parties have received inspection reports to review.

 

• Keeping in contact with the Attorney/Title company and Lender throughout the transaction. Provide Agent email updates on the status of the transaction to keep you informed.

 

• Update deadlines due to any changes in the contract.

 

• Order HOA documents, if needed.

 

• Order Home Warranty per contract, if needed.

 

• Monitor appraisal timeline and completion with the Lender.

 

• Coordinate and monitor Buyer’s loan status with Lender.

 

• Collect HOA documents in accordance with deadlines and email to Buyer’s agent and Attorney/Title Company.

 

• Upload all disclosures, documents, and reports into Agent’s online compliance management service or email to Broker's compliance department as they are received or fully executed throughout the transaction (if applicable).

 

• Provide access to the transaction management service 24/7 to all parties to the transaction (if applicable).

 

• Maintain constant contact with all parties involved for status updates as well as outstanding items.

 

• Verify escrow has all required documentation.

 

• Coordinate and confirm final walk-through.

 

• Schedule Deed Signing with Attorney/Title Company for Buyer/Seller and Agent, if applicable.

 

• Conduct a final audit of file 7 days prior to closing to ensure all documents are uploaded and the file is complete.

 

• Confirm settlement is complete and alert agents.

 

• Confirm Clear to Close with Lender.

 

• Obtain an Agent’s wiring instructions for commission and make sure Attorney/Title Company receive it, when applicable.

 

• Upload Final HUD/ CD to Agent’s online compliance management service for compliance or email to Broker's compliance department.

 

• Provide Agent with thumb drive of complete transaction.

 

• Ensure Buyer/Seller is provided a copy of all documents.

 

 

 

This Service includes: 

 

All the above (Contract to Close transaction) PLUS: 

 

BUYERS SIDE: 

 

• Upload Buyer's Representation Agreement and all Broker required forms for compliance into Agent's online management service or email to Broker's compliance department.

 

• Submit all executed contracts, counter-proposals, and amendment extensions (if applicable) to Lender. 

 

• Arrange EMO pick up/ remind the Buyer to wire as necessary. 

 

• Upload to Agent's online management service or email to Broker's compliance department all forms, amendments, and addendums for compliance.

 

• Follow up on repairs and receipts from inspection 

 

• Give utility contact info and remind the Buyer to transfer utilities. 

 

• Coordinate key transfer upon closing. 

 

• Coordinate Closing Gift per agent instructions. (if needed) 

 

• Send email to your client asking for a review on Zillow or your preferred site 

 

 

SELLERS SIDE: 

 

• Upload Buyer's Representation Agreement and all Broker required forms for compliance into Agent's online management service or email to Broker's compliance department.

 

• Follow up signatures of all documents. 

 

• Upload to Agent's online management service or email to Broker's compliance department all forms, amendments, and addendums for compliance. 

 

• Follow up on repairs and receipts. 

 

• MLS Data Input to Active Under Contract, Pending and Closed, as per Agent's instructions.

 

• Coordinate Closing Gift per agent instructions. (if needed) 

 

• Order For sale sign and any other riders down.  

 

• Coordinate removal of any staging furniture, brochures, signs, booties and boxes for booties.  

 

• Send email to your client asking for a review on Zillow or your preferred site. 

 

FEE SCHEDULE 

 

Contract to close: Listing or Buyer Side: $400.00

 

Dual Transaction: $600.00

 

AGENT EXPECTATIONS 

 

Review preliminary title reports. Review Attorney/Title Company instructions and settlement statements. Negotiate repairs and any changes to the contract. Advise the client of any contingency timeline removals (we will remind all parties of the dates and timeframes in the introductory email). If Transaction Coordinator is drafting documents, the agent will review before being sent to client (if applicable).

 

 

Prelisting Services

Setup New Listing File 

 

• Complete listing file creation in Agent's preferred software.

 

• Add client to Agents CRM database.

 

• Fill out listing documents and send to Client along with any required disclosures for signatures.

 

• Order preliminary title, if required.

 

• Add listing info into the MLS (agent fills out listing comments/description on New Listing Form). Remarks of property can by done by TC, if asked to do so. 

 

• Order for sale sign and any riders.

 

• Assign lockbox to MLS listing.

 

• Ask the Seller to make copies of house keys for the lockbox.

 

• Schedule stager for consultation, if needed.

 

• Schedule photographer for photo shoot once house is staged or not staged.

 

• Input listing into the MLS incomplete.

 

• Have Listing Agent edit or approve MLS input before going live.

 

• Email Seller copy of the listing.

 

• Add required documents to the MLS listing such as legal description, disclosures, inspections.

 

• Add all listing documents, disclosures and any other required documents to Broker’s online compliance management software or email to Broker compliance department for ensuring file is complete. 

 

Fee Schedule:

$250

File Auditing and Broker Compliance

If you find yourself overwhelmed with gathering all the documents and disclosures for your broker’s compliance we can take care of that for you:

 

COMPLIANCE ONLY:

 

• Initial Compliance Review to ensure all documents have correct dates and information and have all signatures and initials.

 

• Retrieve any missing documents required for compliance.

 

• Send documents out for signatures, when needed.

 

• Submit all documents to the Agent’s brokerage compliance department.

 

• Communicate with the Compliance department to ensure all documents are received.

 

• Obtain an Agent’s wiring instructions for commission and make sure Attorney/Title Company receives it, when applicable.

 

• Upload all closing documents once the file is closed and be sure Agent’s file is approved for pay out from the broker.

 

(No transaction coordination involved)