Growing Your Practice
Signs It Is Time for a Transaction Coordinator, or a Team With One
Updated
Bottom line: Hire a transaction coordinator when your calendar, not your demand, caps your deal count. If you also want defined roles and systems around you, a team with a coordinator may fit better than one hire.
What does a transaction coordinator actually handle?
RISMedia describes a transaction coordinator, or TC, as the person who keeps a deal moving from signed contract through to closing.
One agent on REALTOR Magazine's 2026 30 Under 30 list told RE/MAX News the hire first felt like stepping out of the transaction. Instead, it freed that agent to show up more for clients and less for paperwork.
How do you know time, not business, is your limit?
Robert Dekanski, a New Jersey team leader profiled by RE/MAX News, started as a solo agent pushing his own limits. Along the way, he began naming the support roles that would lift his productivity.
His point is that you can want more business and still lack the time to take it on. He describes forming a team as something that came out of need.
That is the sign to watch in your own practice. When work you could take on waits because your calendar is full, time is the limit.
What does going without a coordinator cost a solo agent?
A RE/MAX News profile of an Orlando-area solo agent, who works with no assistant or coordinator, laid out the tradeoff. Success alone, the agent said, takes a lot of sacrifice.
The biggest downside, in the agent's words, was being on an island. Even on vacation, the agent never fully stepped away, and accepted that because real estate is the agent's whole focus.
If you would rather not make that trade, the file work from contract to close is a defined piece you can hand to someone else.
When does a team with systems make more sense than a single hire?
A RE/MAX News article quoted team members saying some agents join a team for support and camaraderie. Those agents still run their own business, backed by systems the team already has in place.
Another agent on the 2026 30 Under 30 list built a team, set defined roles and set clear goals. Her reasoning was that this structure is out of reach when one person carries every task.
That leaves two routes: one coordinator for your files, or a team where the roles already exist.
What does Keller Williams Atlanta North supply around a growing practice?
Our office is at 925 North Point Parkway in Alpharetta, with a 10 person leadership team to support you. That team helps with your brand, marketing, technology and compliance, and you get a business coach.
You also get daily group coaching, production-based masterminds, a training calendar with classroom sessions, and business planning clinics.
Ask us how file work from contract to close is handled here, and which of these pieces fits your practice, before you decide.
Filed in The team.
Questions & answers
What do Alpharetta agents ask about this?
Which deadlines does a transaction coordinator keep track of?
RISMedia's Bill Gassett lists deadline control among a transaction coordinator's core duties. In RISMedia's account, the coordinator helps every party to a deal meet its critical dates. RISMedia gives inspection periods, financing contingencies and closing dates as examples, and leaves the list open. Ask any coordinator you interview which other dates they track on your files.
On a busy book, those dates run on several files at the same time. Handing the tracking to one person puts that calendar in one place. Before you hire, ask how the coordinator flags a date that is close to slipping, and who they tell first.
Do transaction coordinators charge per file or by the hour?
Both structures exist, according to RISMedia. RISMedia puts a coordinator's flat fee at $300 to $1,000 or more, depending on factors the article sets out. RISMedia also notes that some coordinators bill by the hour instead, at $25 to $50 an hour. Ask each candidate which structure they use before you compare quotes.
Price the choice against your own deal count rather than the headline number. A flat fee is known on every file. An hourly rate moves with how much work each file takes. Ask what a candidate counts as one file, and what pushes a flat fee toward the top of its range.
If I join a team, am I still under a brokerage?
Yes. A RE/MAX News article on why agents join teams notes that a team still operates under a brokerage, even while it functions as its own entity. That gives you two sets of terms to read: the team's and the sponsoring brokerage's. Ask for both in writing before you compare offers.
Keller Williams Atlanta North is a Keller Williams office, so it sits under that brokerage. The brokerage's published terms are separate from what the team supplies. Ask us to walk you through which support comes from the team and which comes from Keller Williams.
What is the Millionaire Real Estate Agent Course you offer?
The Millionaire Real Estate Agent Course is part of what Keller Williams Atlanta North supplies. It is built to support and guide you to the next level. Millionaire agents and leaders teach it. Ask us for the current dates and format when you meet with us, and how the course fits beside your own business plan.
The course is one piece of the training here, beside the coaching, the masterminds and the planning clinics. Each of those is built to support your business and your goals.