Do You Need a Transaction Coordinator? 5 Signs

I've coordinated more than 1,000 Ontario residential files. These are the signs I'd look for in your own week.

1. You do paperwork after 9 p.m.

Offers, schedules and amendments rarely wait for office hours. If your day is showings and calls and your night is forms, the admin is already taking time you could spend resting or prospecting.

2. You've had a close call on a date

"Five business days", "by Thursday at 5 p.m." and "five days after acceptance" are three different deadlines, and holidays can change the count. If you've ever caught a condition date with hours to spare, that's a sign your tracking depends on memory. I go deeper on this in How to count condition deadlines on an Ontario offer.

Recognize sign 2? I track every date on your file and remind you before it's due. Book a call

3. Your office keeps asking for missing documents

A deposit receipt that never came back, an amendment that isn't in the file, a page missing an initial. If your brokerage chases you for these after the fact, your files need one consistent routine, every time.

4. You put off new business because of admin

If you've delayed a listing appointment or let a lead go cold because you were finishing paperwork, the admin is costing you more than time. It can cost you deals.

5. You keep thinking about hiring, but your volume moves

A full-time hire is hard to justify when your deal count swings. If you're weighing a hire against a TC, read Assistant or transaction coordinator?

What happens next

If two or more of these sound like you, start small. Send one file, see the drafts and the tracking, and decide from there. A transaction coordinator handles the admin only; what stays with you is covered in What can a transaction coordinator do in Ontario?