Transaction Coordinator Certification can help you learn how to manage files, documents, deadlines, and the administrative side of a real estate transaction. Once you have that training, another question usually comes up: How do you find agents who need your help?
Getting your first client may take some time. Agents need to trust the person who will be working behind the scenes on their transactions, so sending one message and expecting a file the next day may not get you very far.
A better approach is to start talking with people in the real estate business and clearly explain how you can help them.
Start With Agents You Already Know
Before trying to reach hundreds of agents online, think about the people you already know.
Maybe you know an agent from real estate school. You may have met someone at an industry event or through a brokerage. Perhaps you already work in real estate and know agents who regularly handle several transactions at once.
Let them know that you are offering Transaction Coordinator services. Keep the conversation simple.
You might say:
“I recently completed Transaction Coordinator training, and I am starting to work with agents who need help managing their transaction files. If you ever need TC support, I would be happy to talk about what I can handle for you.”
You are letting them know what you do without putting pressure on them. They may not need help today. They may need it three months from now.
Be Clear About What You Handle
If an agent asks about your services, be ready to explain them, avoiding simply saying, “I take care of the transaction.”
That can mean very different things to different people, so instead, explain the actual work you can provide.
Depending on your services and the brokerage requirements, that may include organizing transaction files, tracking important dates, following up on documents, communicating administrative updates, and helping make sure required paperwork is collected.
The agent should know what they can expect from you before handing over a file, and you should also be clear about what remains the agent’s responsibility.
Talk to Brokerages
Individual agents are not your only potential clients; remember that you can also introduce yourself to real estate brokerages.
A brokerage may have agents who are looking for administrative support but have never worked with a Transaction Coordinator before.
Ask whether the brokerage allows agents to use an outside TC and whether there are any requirements you would need to follow.
This conversation is also a good opportunity to learn how that brokerage handles transaction files.
Different brokerages may use different software, forms, checklists, and procedures. Knowing that ahead of time can help you decide whether you are prepared to work with their agents.
Explain the Problem You Help Solve
An agent may not wake up one morning thinking, “I need a Transaction Coordinator.”
They may be thinking:
“I have four closings this month, and I am buried in paperwork.”
Or:
“I keep spending my evenings checking files and following up on documents.”
That gives you a better way to explain your services, meaning, instead of only talking about tasks, explain how your work can help an agent stay organized while they focus on their clients, appointments, showings, listings, and other responsibilities.
Keep it realistic. A TC will not solve every problem in an agent’s business. You can, however, take responsibility for specific administrative tasks that take time to manage properly.
Have a Simple Way to Explain Your Services
You do not need a complicated presentation when you are starting out; just a simple one-page document can explain what you handle, how the process works, and how someone can contact you.
You can also create a professional email signature and a basic online presence so agents can easily find your information.
If you use social media, talk about the work you actually do. For example, you could share a short post about why tracking contract deadlines matters or how organized transaction files can help agents keep up with multiple closings.
Useful information gives people a better idea of what you know and how you work.
Go Where Real Estate Professionals Are
Real estate is a relationship business, and meeting people can make a difference.
Attend local real estate events, association meetings, brokerage events, classes, and networking opportunities.
You do not have to walk around introducing yourself to everyone as if you are making a sales pitch. Simply talk to people.
Ask about their business. Find out what kind of real estate they work in. If the conversation naturally gets around to what you do, explain that you provide Transaction Coordinator services.
Those conversations may not lead to a client immediately, but they can help people remember you later.
Make It Easy for an Agent to Try Your Services
An agent who has never worked with a TC may have questions before sending you a transaction.
- How will they give you the file?
- When do you start working on it?
- How will you communicate with them?
- What happens when something is missing?
- What does the agent still need to handle?
Have answers ready because a simple onboarding process can make a big difference. Tell the agent what you need when they send you a new transaction and what they can expect after you receive it.
The easier the handoff feels, the easier it may be for an agent to start working with you.
Do a Good Job With the First File
Getting your first client matters, but keeping that client matters even more. If an agent sends you a transaction, treat it seriously.
Learn their preferred way of communicating. Keep good notes. Follow up when something is outstanding. Let them know when something needs their attention.
If you say you will handle something, make sure it gets handled. You may also want to ask for feedback after the transaction closes.
“Was there anything I could have done differently that would have made the process easier for you?”
That can help you improve before the next file comes in.
Ask for Referrals
Once you have worked successfully with an agent, let them know you are accepting additional clients, because as you might imagine, agents know other agents.
If they had a good experience working with you, they may be willing to introduce you to someone in their office or another real estate professional who needs help.
You can ask without making it uncomfortable:
“I am taking on a few more transaction clients. If you know another agent who could use TC support, feel free to pass along my information.”
Then leave it there.
Keep Building Your Knowledge
Finding clients is only part of building a Transaction Coordinator business. You also need to be prepared when someone gives you a file.
That means understanding the transaction process, knowing how to track deadlines, managing documents carefully, and recognizing when something needs to go back to the agent or another professional.
LEAP Real Estate Academy in Orlando offers Transaction Coordinator Certification for people who want practical training before stepping into the role.
The course covers the transaction process, timeframes and deadlines, document management, relevant laws, and the responsibilities of a Transaction Coordinator.
Once you have that foundation, start making connections by talking with agents. Introduce yourself to brokerages. Explain what you handle. Make your process easy to understand. Then focus on doing good work when someone gives you the opportunity.
Your first TC client may start with nothing more than a conversation.
Enroll in Transaction Coordinator Certification at LEAP Real Estate Academy and start preparing for your next step in real estate.
