What is Transaction Coordination?

A transaction coordinator works hand in hand with real estate agents to keep transactions organized, streamlined, communicate with all parties, schedule inspections, ensure compliance, build properties in the MLS, create property marketing materials and track contract/ contingency dates. Transaction coordinators allow agents more time to focus on building their business and providing client(s) with top tier service as they navigate through the process of buying and selling real estate.

What are the duties and responsibilities of a transaction coordinator?

Listing Marketing

• Create a listing draft in MLS.

• Check deed and tax documents to confirm property owners and ground rent or fee simple.

• Upload photographs, property tours, and Disclosures and Disclaimers.

• Input showing instructions.

• Input Open House date(s) and time(s).

• Submit listing documents to Brokerage Office.

• Order home warranty with preferred home warranty company (if applicable).

• Order property signs (available with Premium and Elite Listing Marketing Package).

• Creation of social media content: Coming Soon, Active, Open House, Under Contact, and Sold (available with Premium and Elite Listing Marketing Package).

• Creation of flyers and brochures sent digitally to real estate agent for printing with their preferred printer (available with Premium and Elite Listing Marketing Package).

• Write and review property remarks with agent written final approval (available with Elite Listing Marketing Package).

• Communicate with seller(s) about timeline, share property draft and explain showing apps (available with Elite Listing Marketing Package).

  Transaction Coordination

•  Send an introduction email to client(s) once a ratified contract is received.

• Provide client(s) and agent portal to view transaction details such as contingency dates, parties involved and action items.

• Send client(s) and agent emails and text messages with reminders of important dates. 

• Schedule and coordinate all inspections of the property. Agent to provide preferred inspectors contact information. 

• Follow up for confirmation of repairs and obtain invoices, photographs and reinspections, if applicable.

• Order HOA/ Condo resale packages, if applicable. 

• Submit invoices and reimbursements to the title company, if applicable.

• Monitor the contingency periods to ensure contractual compliance.

• Ensure all required documents are complete and submitted by the necessary dates.

• Submit paperwork to the agent’s Brokerage Office and ensure compliance. Follow up if needed to complete any action required to acquire compliance. 

• Review of closing documents for accuracy of sale price, credits, and deposits. Final confirmation of accuracy given to the title company by the agent. 

• Coordinate settlement appointments with title company and client(s).

• Send client(s) completed and final signed settlement documents.

• Schedule all after-close follow-ups; post occupancy inspections, release of post occupancy deposits, etc.

• Obtain client testimonials and online reviews (if requested by agent, agent to provide preferred verbiage for requesting reviews from client(s).
  

What are the responsibilities of the real estate agent?

• Negotiations. 

• Advise client(s) on contract contingencies, price, and strategies. 

• Advise seller(s) on how to prepare the home for listing.

• Provide contact information for preferred vendors; photographers, sign companies, inspection companies, etc. 

• Communicate with the transaction coordinator or any changes with timelines, contingencies or credits. 

• Confirm accuracy in writing to the transaction coordinator of Disclosures and Disclaimers, MLS, remarks, marketing and all information in reference to property. 

• Final review of ALTA and closing documents for accuracy of taxes and commission. 

• Provide the title company with commission payment information.

• Agent is fully responsible if any violations or compliments arise for marketing materials, ethics, errors that violate guidelines of national associates, local associations and/or real estate boards.

How do I schedule a meeting to receive more information and ask questions about services provided before I submit an order?

To schedule a meeting use the “Request More Information Form”. Meetings can take place over the phone, virtually, or in person if within 1 hour of the Catonsville, MD.

What are the steps to take when submitting an order?

Agent will complete the order form for the service they would like. Glass Transaction will confirm the order has been received and contact the agent during business hours of Monday to Friday between 10AM to 6PM to review the order and request any needed information.

Upon receiving an order from an agent using Glass Transactions for the first time, we will contact the agent to schedule a phone or virtual meeting during business hours. This meeting will go over the process, gather information and answer any questions. Agents will be contacted the same day their order is placed when ordered during business hours, if ordered after business hours they will be contacted the following business day. 

What marketing materials are offered with Premium and Elite Listing Marketing Package?

• 5 social media graphics

• Coming Soon

•  Active

• Open House

• Under Contact

• Sold  

• Print Materials 

• Open House Flyers

• Property Information Flyers

• Brochure 

• Print materials are sent digitally to be printed by agents with their preferred method. The Transaction Coordinator, upon written approval, can send print materials to the agent's preferred professional printer.

• Agent is fully responsible if any violations or compliments arise for print materials that violate guidelines of national associates, local associates and/ or real estate boards.

Will Glass Transactions post the social media graphics on behalf of the agent?

Yes. If an agent would like to have their social media graphics posted on their behalf, they will make Glass Transactions an admin on their social media accounts to allow posting on graphics. 

Agent is fully responsible if any violations or compliments arise for social media posts that violate guidelines of national associates, local associates and/ or real estate boards.

Do marketing materials include logos and disclaimers?

Yes, marketing materials will include logos and disclaimers. Agents must provide logo and disclaimers to be included on digital and print materials. 

It is the agent's responsibility to confirm that all marketing materials meet their brokerage requirements.

What do print materials look like?

Glass Transactions provides several templates available for social media and print marketing. During agent intake meetings with Glass Transactions agents will be shown templates and be able to choose their preferred templates. 

If agents have templates currently used for marketing materials, will Glass Transactions be able to use these templates?

Yes, if an agent would like to use their own marketing templates for creation of marketing materials the transaction coordinator will use these templates to create marketing materials. *It is the responsibility of the real estate agent to confirm that agent provided templates are not owned or copyrighted by other parties.*