A transaction coordinator (TC) is the operational backbone behind a real estate agent who closes more than 8-10 deals a year. The TC takes the executed contract and runs the file through closing: deadlines tracked, documents collected, parties communicated, problems caught before they break the deal.
This guide breaks down exactly what a Texas TC does, how the role differs from a buyer's agent or listing agent, and where the work actually lives.
The TC's job, by phase
Phase 1 — Contract execution to title open
- Receive the executed contract and any addenda.
- Confirm the Effective Date with both sides in writing.
- Open the file with the title company.
- Calculate every TREC deadline — option period, earnest money, option fee, financing, title commitment, survey, closing — and load them into the agent's calendar or pipeline.
- Send the buyer a deadline summary with what's coming and when.
Phase 2 — Option period and inspections
- Confirm earnest money and option fee delivery in writing (escrow receipt).
- Schedule inspections; coordinate access with the listing agent or seller.
- If repairs are negotiated, draft TREC Form 39-9 (Amendment to Contract) and route it for signatures.
- Track the option-period expiry — including the fact that ¶ 5B does not roll for weekends.
- If terminating, draft and deliver TREC Form 38-8 (Notice of Buyer's Termination).
Phase 3 — Title, survey, and financing
- Receive the title commitment from the title company; route to buyer for review.
- Track the buyer's objection deadline (¶ 6D).
- Coordinate survey delivery (new survey or T-47 affidavit reuse).
- Track the financing deadline; pull weekly status updates from the lender.
- Surface anything that's slipping before the deadline — not after.
Phase 4 — Pre-closing and closing day
- Confirm closing date, time, and location with title.
- Schedule and accompany the buyer to the final walk-through.
- Verify all contracted repairs are completed and documented.
- Coordinate funding logistics (wire vs cashier's check, timing).
- Attend closing or be on call for any last-minute issues.
Phase 5 — Post-closing
- Confirm earnest money disbursement and final closing statement.
- Send the client a closed-deal package: closing disclosure, deed copy, title policy.
- Add the client to the agent's past-client follow-up cadence.
- Archive the file per the broker's retention requirements.
What a TC doesn't do
Texas brokerage law draws lines around what a TC can do without a real estate license. A TC cannot:
- Negotiate price, terms, or repairs on behalf of a party.
- Provide legal advice on contract interpretation.
- Prepare original contract drafts or amendments without an agent's direction.
- Hold themselves out as the agent in any communication.
Most Texas TCs are either licensed agents themselves (and operate under their broker) or unlicensed assistants performing only ministerial tasks. Either path is legal; the unlicensed TC has tighter constraints on direct party communication.
Why agents hire a TC
The math is simple. An experienced agent's hour is worth more than a TC's hour. If a TC can take 10-15 hours of administrative work off the agent's plate per closing, and the agent can use those hours to generate one more lead per month, the TC pays for themselves and then some.
For agents doing 50+ deals a year, a TC isn't optional. The cognitive load of tracking 20+ active files manually breaks something — usually the agent. For agents doing 8-15 deals a year, a TC is the difference between scaling and plateauing.
The new option: AI transaction coordination
For most of TC history, agents have hired humans. Hourly TCs charge per file, retainer-based TCs charge monthly, in-house TCs are full-time hires. The work has been ripe for AI for years — most TC tasks are pattern-driven (deadline math, follow-up emails, document QA) and don't require judgment.
That's what Dossie is. AI-native transaction coordination, built specifically for Texas TREC contracts, priced for individual agents. Every deadline tracked, every party followed up, every document reviewed against the executed contract. $29/month for founding members — a fraction of human-TC pricing.