REAL ESTATE VIRTUAL ASSISTANT

Transaction Coordination

Transaction Coordination VA Services

Tired of chasing paperwork, tracking deadlines, and sending reminders? Our transaction coordination virtual assistants help real estate agents stay on top of every step from contract to close. Whether you're handling two deals a month or twenty, we provide steady, behind-the-scenes support so you can focus on client relationships, not admin.

From disclosures to deadline tracking, our VAs know the process, the pressure, and the importance of accuracy. We work with your preferred tools and templates to keep every transaction moving forward smoothly, while keeping everyone, buyers, sellers, agents, and vendors, in the loop.

What Can a Transaction Coordinator Do for You?

Contract-to-Close Management

Your VA keeps every transaction organized from accepted offer to final closing. We track contingencies, deadlines, and milestones while updating all parties involved. You’ll never miss a deadline or scramble for a document again. We also help you avoid bottlenecks by sending proactive reminders. Each step is logged and updated so you can easily jump in at any point.

Disclosures & Compliance Paperwork

We assist with preparing, reviewing, and sending out required forms and disclosures to ensure everything is submitted accurately and on time. Familiar with region-specific processes, our VAs help reduce compliance risks for your business. We double-check for missing fields and flag issues before they become problems. You get peace of mind knowing your paperwork is buttoned up.

Timeline & Task Tracking

We create transaction timelines, task checklists, and status updates in your preferred CRM or project tool. Whether you're using Trello, Follow Up Boss, or Google Sheets, we keep everything visible and moving. We provide weekly summaries and real-time updates as needed. This keeps you and your clients informed every step of the way.

Client & Vendor Communication

From reminding clients about appointments to confirming with title, lenders, inspectors, and attorneys, your VA ensures everyone’s on the same page. We act as the steady point of contact for updates and coordination. We also keep communication logs so nothing falls through the cracks. That means fewer missed calls, less confusion, and smoother closings.

File Organization & Uploads

We collect, label, and upload transaction files to your drive, CRM, or brokerage portal, clean and audit-ready. No more sorting through messy folders at the end of the month. We organize files by phase and checklist for easy retrieval. Everything is where it should be when you need it.

Calendar & Appointment Scheduling

Need help scheduling signings, walkthroughs, or inspections? Your VA can coordinate calendars, send reminders, and manage invites so everything runs on time without the back-and-forth. We also confirm attendance and prep reminder messages. That way, you spend less time chasing confirmations and more time closing deals.

Want a transaction coordinator who helps you stay compliant, on schedule, and stress-free from start to finish? Let's talk!

A wavy background design features numerous scattered dots in red and light blue on a white background.

Why Choose InSync for Real Estate Transaction Coordination?

Built for Accuracy, Speed & Communication

Our VAs are trained to manage transactions with precision, proactive updates, and attention to detail. From timelines to file names, we ensure nothing gets missed and everyone’s always informed. We also build SOPs with your input to keep things consistent across all transactions. Whether you're handling one deal or ten, our process keeps the quality high and the chaos low. You’ll feel like you’ve gained an in-house TC without the payroll.

Experienced with Real Estate Platforms

Whether you're using Dotloop, DocuSign, Skyslope, KW Command, or Google Drive, we adapt fast to your workflow. No need to train someone from scratch. We already know the tools. We’ve worked across brokerages and systems, so we quickly match your pace and preferences. Your VA will log in, pick up where you left off, and move things forward with no tech delays andno confusion. We also stay up to date with platform changes so nothing slows you down. That means fewer tech hiccups and more reliable support from day one.

Clear Communication With All Parties

We communicate with clients, vendors, and co-agents professionally and clearly, keeping everything moving and relationships smooth. You’ll look organized and reliable, even when you're juggling 10 deals. We tailor our tone to match your brand and maintain professionalism throughout every transaction. Every update, email, and reminder reflects well on you, even when you're offline. We also provide summaries and logs, so nothing gets lost or repeated. That clarity builds trust with your clients and confidence in your process.

Flexible Support Without the Full-Time Hire

No need to add a salaried TC to your team. Our VAs offer flexible hours that adjust with your deal volume — all while delivering dedicated support and faster turnaround. Whether you close one deal this month or eight next month, we scale with you. You get skilled help on demand, without long-term overhead or commitments. Need extra help for a busy quarter or new listing surge? We can step in or scale back with zero disruption. It’s support that adapts to your business, not the other way around.

Jamie Whitmore

"This review’s for my guy Aidan. First time I met Aidan was on a Zoom call with Ashley. Wasn’t expecting much, then he spoke and I legit thought he was American. His accent is spot on - 10/10. He’s been handling my lead calls ever since. He qualifies them, sends proper notes, and actually helped me land one of my biggest listings this year. Professional, chill, and doesn’t sound like a robot. Honestly, having Aidan on the team just makes life easier. Cheers to Insync for the solid match."