If you’re in real estate, you’ve probably heard about virtual assistants (VAs) and transaction coordinators (TCs)—but what exactly do they do? While both roles support real estate professionals, their responsibilities, expertise, and impact on transactions differ significantly.
This FAQ-style guide breaks down the key differences, helping agents, brokers, and team leaders decide which role (or both!) best fits their business needs.
1. What Does a Virtual Assistant (VA) Do in Real Estate?
A real estate virtual assistant provides general administrative and operational support. They handle tasks that free up agents’ time, allowing them to focus on sales and client relationships.
Common VA Responsibilities:
✔ Administrative Tasks – Email management, calendar scheduling, data entry.
✔ Marketing Support – Social media posting, blog writing, email campaigns.
✔ Lead Management – CRM updates, follow-up emails, lead nurturing.
✔ Basic Transaction Help – Ordering signs, setting up listings, coordinating showings.
✔ Customer Service – Answering calls, responding to inquiries, setting appointments.
Best for: Agents who need general support but don’t require deep transaction expertise.
2. What Does a Transaction Coordinator (TC) Do?
A transaction coordinator specializes in managing real estate deals from contract to closing. They ensure transactions run smoothly, deadlines are met, and compliance is maintained.
Key TC Responsibilities:
✔ Contract Management – Preparing, sending, and tracking contracts and addendums.
✔ Deadline Tracking – Monitoring inspection periods, financing contingencies, and closing dates.
✔ Liaison Work – Communicating with lenders, title companies, inspectors, and agents.
✔ Compliance Checks – Ensuring all documents meet legal and brokerage requirements.
✔ Problem-Solving – Resolving issues like title delays, financing hiccups, or repair negotiations.
Best for: Agents with high transaction volume who need an expert to prevent costly mistakes.
3. Key Differences Between a VA and a TC
| Aspect | Virtual Assistant (VA) | Transaction Coordinator (TC) |
|---|---|---|
| Focus | General admin & marketing | Deal-specific transaction management |
| Expertise | Broad (handles various tasks) | Specialized (deep knowledge of contracts & compliance) |
| Training Needed | Basic real estate knowledge | Advanced transaction training & experience |
| Impact on Deals | Indirect (supports workflow) | Direct (ensures deals close on time) |
| Cost | Typically lower (10−10−25/hr) | Higher (25−25−50/hr or per-transaction fee) |
4. Can a VA Also Be a Transaction Coordinator?
Some VAs do offer transaction coordination services, but there’s a big difference:
- A general VA may help with basic tasks like sending contracts or scheduling inspections.
- A dedicated TC has specialized training in contracts, deadlines, and compliance—reducing the risk of errors that could kill a deal.
When to Hire a VA vs. a TC:
- Hire a VA if you need help with marketing, admin, or lead follow-up.
- Hire a TC if you need someone to fully manage transactions and ensure smooth closings.
5. Which One Do I Need for My Business?
You Might Need a VA If…
- You’re drowning in emails, scheduling, or social media.
- You want help nurturing leads but don’t have many active deals.
- You need flexible, part-time support at a lower cost.
You Might Need a TC If…
- You’re closing 5+ deals per month and can’t keep up.
- You’ve had deals fall through due to missed deadlines or paperwork errors.
- You want a hands-off approach to transaction management.
Pro Tip: Some agents hire both—a VA for daily tasks and a TC for deal-specific work.
6. How Much Do They Cost?
- Virtual Assistants → Typically 10−10−25/hour or a monthly retainer (500−500−1,500/month).
- Transaction Coordinators → 25−25−50/hour, 200−200−500 per transaction, or a flat monthly fee (1,500−1,500−3,000+).
Why TCs Cost More: Their expertise directly impacts whether deals close successfully.
7. Can I Outsource These Roles Overseas?
Yes, but with caveats:
- VAs – Commonly outsourced to countries like the Philippines (great for cost savings).
- TCs – Best hired domestically (or with real estate experience) since they handle legal documents and compliance.
Risk Alert: An inexperienced overseas TC could miss critical deadlines or compliance issues.
8. How Do I Find a Good VA or TC?
For VAs:
- Platforms like Upwork, Fiverr, or Belay.
- Look for real estate experience (not just general admin).
For TCs:
- Specialized platforms like TransactionDesk, TC Hub, or Real Estate Bees.
- Ask for references and proof of transaction experience.
Red Flags:
- No real estate background.
- Unclear processes for tracking deadlines.
- Poor communication skills.
9. Can Software Replace a VA or TC?
Partial replacement, but not fully.
- Tools like Zapier, Trello, or Follow Up Boss can automate VA tasks (emails, reminders).
- Transaction software (Dotloop, Skyslope) helps TCs but still requires human oversight.
Best Approach: Use tech + human support for maximum efficiency.
Final Verdict: VA or TC?
- Need more time in your day? → Hire a VA.
- Want worry-free closings? → Hire a TC.
- Growing fast? → Consider both.
The right choice depends on your workload, budget, and long-term goals.
Still Unsure? Ask Yourself:
✅ “Do I need help with daily tasks or just transactions?”
✅ “Can I afford a mistake that delays a closing?”
✅ “Do I want to scale or just get organized?”
