A Regular Wednesday As A Transaction Coordinator

Meet Alex, a transaction coordinator managing a high-volume pipeline. While agents are out showing homes and winning listings, Alex is the air traffic controller ensuring every document is executed, every deadline is tracked, and every deal stays on course for closing.

Here’s a look at how Alex maintains precision across multiple files without missing a single detail.

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1. Assessing the Pipeline

Before diving into the inbox, Alex takes a bird’s-eye view of every active escrow. The goal isn't just to see what's happening, but to spot potential bottlenecks before they happen.

Current load: 6 active escrows

• Opening stage (2): Finalizing contracts, tracking EMD, and aligning vendor schedules.
• Mid-escrow (3): Managing repair negotiations, appraisal ETAs, and HOA document reviews.
• Closing week (1): Auditing the final file, verifying signatures, and coordinating the possession plan.

Critical benchmarks for today:

• Contingency deadline: Inspection removal due tomorrow for Seaview.
• Milestone check: Appraisal appointment still needs confirmation.
• Document gap: HOA package for the Oak Street deal is overdue.
• Compliance check: Nudge for the unsigned Addendum A on the Hillside file.

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2. The Morning Dispatch

For a transaction coordinator, the inbox isn't a to-do list - it’s a data stream that needs filtering. Alex uses a morning brief to separate noise from actual deal-stoppers.

Alex follows a strict rule: verify the facts before hitting send. One incorrect date in a TC email can cause a week of confusion.

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3. Auditing the Milestone Clock

Surprises in escrow usually happen when timelines aren't re-validated. Alex spends fifteen minutes daily verifying that the contract's "paper dates" match reality.

They check for any movement in:

• Acceptance & EMD Receipt: Ensuring the clock actually started when everyone thinks it did.
• Contingency Windows: Tracking the exact hour for inspection, appraisal, and loan removals.
• The Closing Horizon: Distinguishing between a "target date" and a "hard contractual date."

This audit creates the daily "Must-Do" list: the actions required today to prevent an emergency tomorrow.

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4. Opening Escrow Cleanly

Two deals are in opening week. This is where small mistakes create long delays: wrong contacts, missing disclosures, unclear responsibility for scheduling, or an escrow packet that never got completed.

Alex’s goal is simple: everyone knows the plan, the dates, and who owns which next step.

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5. Auditing Missing Documents

Mid-morning is document audit time. Alex checks the file like a preflight checklist:

• Correct legal names + property address
• Every page initialed where required
• Addenda match what everyone thinks is agreed
• Disclosures are executed (not “sent” - executed)
• Commission/instructions are clear enough for escrow to cut checks without a back-and-forth

Today’s issue: one addendum is missing a signature. It’s the kind of tiny gap that becomes a huge headache two days before closing.

Alex nudges with a message that’s short, specific, and easy to complete.

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6. Coordinating Inspections

One escrow has an inspection contingency ending tomorrow.

• Confirm inspection is completed and report delivered
• Confirm who is drafting the repair request (and by when)
• Confirm how the parties want to handle negotiation (credit vs repairs)

Alex’s job isn’t to negotiate - it’s to make sure the timeline supports negotiation.

If the inspection report arrives late, Alex doesn’t “hope it’s fine.” They set a time box so the agents aren’t negotiating in a panic at 4:55 PM on contingency day.

They also handle the unglamorous logistics that keep everyone moving:

• Confirm access method (lockbox, occupant, showing service)
• Confirm who will attend (agents, buyer, specialist contractors)
• Confirm where reports get sent (and that someone will actually forward them)
• Confirm what “done” means today (inspection completed + report ETA + next-step plan)

Here’s the kind of short message Alex uses to prevent the “we thought someone else scheduled it” problem:

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7. Appraisal and Lender Status

Appraisal and lending are where deals stall quietly. Everyone feels like “it’s in progress”… until the lender asks for one document and the file stops moving for five days.

Alex checks:

• Appraisal ordered? Appointment confirmed? ETA for report?
• Any lender conditions already requested (insurance binder, employment verification, HOA docs, etc.)?
• Is anyone waiting on access (tenant schedule, lockbox, listing agent approval)?

Then Alex sends a calm, forwardable update that’s accurate and boring - boring is good.

If an appraisal appointment isn’t confirmed, Alex doesn’t send “any update?” They propose options and ask for a firm confirmation:

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8. Title, Prelim, and HOA Documents

HOA docs and prelim/title reports are rarely urgent until they suddenly are.

Alex’s approach is proactive:

• Request HOA docs early (and follow up until received)
• Confirm prelim is ordered and delivered
• Route questions to the right person with a clear ask

When HOA is delayed, Alex doesn’t send “any update?” They send a message with context and a deadline:

• “We need this by Thursday for buyer review + lender conditions.”
• “If there’s a fee, please send the invoice and we’ll coordinate payment.”

The goal is to remove ambiguity and turn the wait into a trackable next step.

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Here’s a typical HOA follow-up that gets answers instead of vague “still working on it” replies:

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9. Closing Week Prep

One file is in closing week. This is where a TC ensures a smooth finish by making the last 72 hours predictable:

• Confirm signing is scheduled (time, location, who’s attending)
• Confirm IDs/requirements so nobody gets turned away
• Confirm invoices/credits are in (home warranty, repairs, credits, commission instructions)
• Confirm possession plan (keys, occupancy, rent-back if any)
• Confirm who is sending the “we recorded” / “we funded” updates

Alex sends a short roadmap message that reduces ten separate “any update?” calls.

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10. Pipeline Audit

Mid-afternoon is the response-audit time. Alex isn’t just “checking email” - they’re auditing the communication loops to ensure no file has stalled.

They maintain a high-precision list of “awaiting feedback”:

• EMD posted: Pending confirmation from escrow on the Hillside file.
• Appraisal ETA: Waiting on Mike to confirm the inspector's arrival window.
• HOA Package: Following up on the delivery timestamp for the Oak Street disclosures.
• Repair Plan: Confirming with the agents that the credit addendum is drafted.

Alex executes follow-ups in a single pass, ensuring that every message is tracked and every pending item has an owner.

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11. Wrapping Up the Day

As the day winds down, Alex ensures the pipeline is stable and the "milestone clock" is accurate for tomorrow's work.

• Upcoming Deadlines: Identifying which files hit critical dates in the next 48 hours.
• Data Integrity: Ensuring every updated timeline is reflected in the file notes.
• Zero Loose Ends: Confirming that every high-priority email from the morning triage has a clear status.

Alex doesn’t end the day based on the clock; they end the day when the system is stable:

• The inbox is categorized: (Waiting, Executed, Action Required).
• Milestones are validated: Every deal has a confirmed next step.
• Owners are assigned: No document is floating without a responsible party.

This systematic approach is what allows Alex to manage a high-volume load without the risk of burnout or missed deadlines.