The primary responsibilities of a transaction coordinator include:
- Verifying that all required signatures and initials are on the contract and addenda;
- Verifying that all required signatures and initials are included in the contract;
- Completing a commission disbursement form;
- Opening a file with the escrow or title company;
- Sending copies of the contract to the other agent, buyer, seller, and lender as directed by the agent;
- Creating a summary sheet containing the contact information for all of the parties;
- Creating a web-based transaction management file with secure access for our agents so they can monitor the transaction;
- Uploading documents for shared viewing;
- Sending deadline reminders as needed throughout the transaction;
- Following up with the escrow company, lender, and other agents as needed.
- Keeping the agent informed of those communications;
- Sending a weekly email summarizing the status of the transaction and advising the agent of upcoming deadlines;
- Ensuring that all paperwork is provided to all parties as required;
- Requesting an estimated HUD-1 Statement for the agent to review;
- Following up with the escrow or title company on the closing day; and
- If the agent represents a seller, sending a reminder to remove the lockbox, obtain the seller's forwarding address, and change the status in MLS to "sold" at closing
The Primary Responsibilities of the Agent
- Send the transaction coordinator the initial executed contracts.
- Send client's, other agent's, and the escrow's email and phone numbers to the transaction coordinator
- Send HOA info, if applicable.
- Order necessary inspections.
- Perform agent's visual inspection (CAR form AVID) (if required by broker) and Verification of Property Condition (CAR form VP).
- Review inspection reports with client.
- Complete Request for Repair (CAR form RR) or Seller Response and Buyer Reply to Request for Repair (CAR form RRRR) when necessary.
- Instruct transaction coordinator to send Contingency Removal (CAR form CR), Notice to Buyer to Perform (CAR form NBP) and/or Notice to Seller to Perform (CAR form NSP)
- Provide exact wording for any addendums needed throughout the transaction.
Outline of the transaction coordinator process:
- Obtain and review the Purchase Agreement. Ensure that both the buyer and seller have signed and initialed the contract, amendments and counter offers with proper dates.
- Prepare a Contact Management Sheet for all the parties involved.
- Prepare a list of contingencies for the completion of the escrow and apply a timeline report to track progress.
- Notify all parties to the transaction, introducing our role and involvement.
- Open escrow or confirm escrow has been opened and obtain the file number. Instruct buyer or the buyer's agent regarding the earnest deposit.
- Prepare the Seller Disclosure Package for the seller to complete using California Association of Realtors (CAR.) Zipforms. Review for completeness upon return by seller. Ensure that timely inspections are made and/or waivers are signed by the buyer
- Send all seller disclosures to the buyer or buyer's agent for signature and return. Once returned, review all documents for completeness and all required signatures, dates, etc.
- Confirm that the NHD Report and Home Warranty has been ordered according to the contract.
- Consult with the seller in scheduling a termite inspection (if required). Instruct the company where to send the report.
- Request that the buyer and/or buyer's agent order a home inspection and let the seller know the date and time it has been scheduled. Should the buyer elect not to have one, prepare the inspection waiver (CAR form BIW) for buyer's signature.
- If the buyer is requesting repairs or credits, review with the seller the options for response. Prepare the documents per the seller's instructions to submit to the buyer/agent.
- Follow up with escrow to ensure that the buyer has deposited the earnest deposit check and has returned their escrow documents.
- Regular follow up with the buyer's agent and buyer's lender or mortgage broker to determine the status of the loan progress. Ensure that the appraisal has been ordered to meet time lines.
- Follow up weekly on needed paperwork from all sides of the transaction.
- Verify one week prior to closing, ensure that the loan documents have been signed by the buyer and ready for lender funding.
- Discuss with the seller the arrangement for transfer of keys and move out plans, including reminders for utility account transfers.
- Request escrow to send an Estimated HUD Closing Statement for audit of closing costs.
- Final review of the file for document compliance.
- At the close of escrow, the file will be reviewed and will be sent via email or flash drive as requested.
Basic Contract Provisions and Disclosures