When it comes to growing a real estate business, time really is money. The more time agents dedicate to activities that don’t directly build relationships or close deals, the less time they spend doing what they’re best at: generating revenue. One major time sink? Paperwork.

Many agents try to juggle it all themselves, or delegate to inconsistent team workflows, but this approach often leads to inefficiencies, missed opportunities, and yes, wasted money. The solution? A skilled Transaction Coordinator (TC).

In this post, we’ll break down who TCs are, why they’re essential, and how skipping out on their support could be costing you thousands in lost revenue every year.

What is a Transaction Coordinator (TC)?

At its core, a Transaction Coordinator is a skilled professional who specializes in managing the logistical and administrative details of a real estate transaction. Think of them as the backbone of your process, ensuring that every deadline is met, every document is properly submitted, and every i is dotted and t is crossed.

Here’s what a TC typically handles for agents:

• Preparing contracts and documentation: Drafting, reviewing, and ensuring all paperwork is complete and compliant.
• Coordinating timelines: Managing important transaction deadlines and making sure both parties stick to the agreed terms.
• Communicating with relevant parties: Including buyers, sellers, lenders, title companies, and inspectors.
• Reducing liability risks: Ensuring compliance with legal and regulatory requirements to avoid costly mistakes.

The reality? A TC doesn’t just streamline your workload. They ensure every transaction is handled with precision, leaving you free to focus on what you do best.

The One Thing Agents Should Be Doing

Real estate agents wear a lot of hats on a daily basis. But among all the responsibilities—from following up with a buyer lead to advertising a listing to scheduling home showings—there’s one activity that should always take top priority: building relationships and closing deals.

This is where agents add the most value. Industry veterans know it’s not just about selling houses; it’s about building trust with clients, managing their expectations, and ultimately guiding them to one of the biggest decisions of their lives. This requires time, energy, and focus.

Every hour spent buried in paperwork is an hour that you aren’t out there closing deals or nurturing client relationships. This is the key role a TC fulfills, offloading the operational work so agents can focus their energy where it truly matters.

How Much Time Do Agents Waste on Paperwork?

You might think handling transaction paperwork yourself saves money. But have you considered the hidden cost? Time is one of your most valuable resources, and if it’s squandered on non-revenue-generating tasks, your earning potential takes a hit.

On average, an agent can spend 10 to 20 hours per transaction managing paperwork alone. This includes:

• Drafting contracts
• Coordinating with multiple stakeholders
• Filing documents to meet compliance deadlines

Now, multiply that by the number of transactions you handle in a year. If you’re closing 20 deals annually and spend an average of 15 hours on each one, that’s nearly 300 valuable hours gone. And those hours could’ve been spent prospecting, networking, attending showings, or closing even more deals.

Even conservatively, if 50% of those hours were spent on revenue-generating activities, your annual earnings could see a significant boost.

Why Hiring a TC is the Best ROI You’ll Ever Make

For agents serious about scaling their business, hiring an independent SME (Subject Matter Expert), like a Transaction Coordinator, is one of the highest-ROI investments available.

Here’s how a TC delivers ROI:

• Faster transactions: Deals move quicker when someone is fully focused on timelines and details.
• More deals closed: Freeing up time allows agents to work on more active deals simultaneously, increasing total revenue.
• Fewer costly mistakes: Ensuring compliance and accuracy in transaction files avoids legal or financial penalties.
• Enhanced professionalism: Clients appreciate seamless, organized transactions, which can lead to referrals and positive reviews.

And the best part? TCs are often paid per transaction rather than drawing a salary, making them a highly cost-effective solution.

Real-Life Math on Hiring a TC

Let’s get into the numbers. Say you make an average of $6,000 per deal in commissions. Hiring a TC costs roughly $300 per transaction. If that $300 investment frees up 15 hours of your time, which you use to close more deals, the numbers add up quickly. Closing just one extra deal every quarter because of this additional time nets you an extra $24,000 annually, while your TC fees remain marginal by comparison.

Start Working Smarter, Not Harder

Real estate agents are entrepreneurs. Like any entrepreneur, success requires constantly evaluating where your time is best spent and how to optimize for growth.

Skipping out on a Transaction Coordinator might feel like saving money in the short term, but the truth is, it’s probably costing you far more than you realize in the long term. By delegating the paperwork to a qualified expert, you can focus on what truly drives revenue and position yourself for a more profitable, sustainable career.

Are you ready to recover those lost hours and finally focus on scaling your business? Consider adding a TC to your team today and watch your return on investment grow with every transaction you close.