Transaction Coordinator Tasks

The Transaction Coordinator (TC) will step in once the following steps have been done by you (the agent) once a property has a FULLY EXECUTED OFFER!!:

1. The agent creates a transaction in Dotloop with Fully Executed offer and all additional required FE documents (see below)

Upload all required Docs (These can be found in Dotloop, under documents, then templates, then look for the buy/sell packets)

• Buyer Side Packets 

  • Required Docs Buyer  MA

  • Required Docs Buyer CT

  • Required Docs Buyer FL

• Seller Side Packets

  •  Required Docs Seller MA

  •  Required Docs  Seller CT

  • Required Docs Seller FL

2. The agent MUST SEND 2 SEPARATE Intro emails (to other agent and client) and CC your TC on those emails ***

• Copy and paste from preloaded agent task list in dotloop and use gmail to send them out. Subject line should be “TC intro for ‘insert address’”  ** If you have pre scheduled inspections please let the TC know at this time.**

• Make sure to check off what you have completed in the task list

3. The Agent MUST have all participants(clients, lenders, attorneys, inspector etc) added to the “People Section”

• If the agent has not added any participants, they MUST do so.  They cant get in touch with someone if they don't have the information.

• Agent MUST fill in the "CLOSING SECTION" of the View details section 

• Agent MUST fill out the commission amount in the "FINANCIALS" section

• If the agent has not added any participants, they MUST do so.  They cant get in touch with someone if they don't have the information.

***If on listing side, the agent MUST fill out the view details section in order for the P&S to be drafted, and then send the TC, your fully executed offer indicating the property is under contract*****

At the end of the Transaction please make sure all required documents are in DOTLOOP prior to submitting “file review”

What the TC will NOT take care of:

1. The TC can not do anything until the agent has added participants and sent 2 intro emails

2. Sending Intro emails to outside agent and clients 

3. Negotiating

4. Coordinate date and time for charity check presentation

5. Go to final walkthrough

The TC will take care of:

• Anything Dotloop related/ paperwork related once you have fully executed offer and signed required docs in the loop

• Anything that can be resolved with a call/text/email--unless it has to do with negotiating or giving legal advice.

AGENT IS RESPONSIBLE FOR ALL AGENT AND TC TASKS IF THEY CHOOSE NOT TO UTILIZE TC

 TC task list in Dotloop

• Add inspection deadline, mortgage deadline and closing dates to their calendars 

• Email Seller accepted offer and communicate “Next Steps” 

• Coordinate with Buyer's agent and Seller a date and time for inspections LET TC KNOW IF YOU ALREADY SCHEDULED INSPECTIONS!! 

• Confirm office admin sent attorney approved contracts to Buyer’s Agent for signatures

• Email Buyer signed purchase and sale to sellers to review and sign

• Confirm with our bookkeeper that our office received the deposit check

• Change MLS status to Contingent( if we have the listing)

• Email fully executed purchase and sale to seller’s attorney and buyer’s agent

• Check with buyer’s agent to see if lender ordered appraisal LET TC KNOW IF ALREADY ORDERED

• Coordinate appraisal date and time with seller and buyer’s agent  LET TC KNOW IF YOU DID THIS ALREADY

• Send out agreed upon repair request( agent discussed this with clients) or release to seller for signature once you let them know which repairs buyers are requesting, and that you shared inspection report with them.

• Send email to sellers with instructions for installation and inspection of Smoke & Carbon Monoxide detectors (MA ONLY)  

• Change listing to Under Agreement once buyer has mortgage commitment and all other contingencies have been met

• Communicate with Sellers and ask them to request 6D Certificate (Condo Only)

• Communicate with Seller's attorney to make sure they are ready for closing

• Check with list agent to see if we need oil and water readings.  If yes, can seller provide oil and water reading? If yes, provide instructions to seller on how to get final water (and oil when applicable) readings. Once received send to seller’s attorney

• Ask list agent for copies of any receipts for repairs and send to buyer's agent

• Ask office admin to generate a commission statement and send to agent for approval before sending to attorney

• Notify the seller of final walkthrough date and time LET TC KNOW IF YOU DID THIS ALREADY

• Notify seller of all final tasks prior to closing 

• Create closing documents folder and move in the appropriate documents to insure compliance for audits

• Notify seller of post closing tasks

• Remind list agent to remove lock box, yard sign & black binder 

• Change Status to SOLD in MLS--list side only

• Email list agent for feedback on the co-broke agent

• Email list agent post closing tasks list

TC acting as LC

In order for your TC to appropriately do her job as the LC, please make sure that all listing paperwork is seller signed AND in dotloop.

If it is not in dotloop, please send them ONE email with ALL the required information!!