Transaction Coordination
We’ll handle the administrative tasks that accompany your real estate deals, with impeccable attention to detail, organization and making the process smooth for buyers and sellers.
THE PERSONAL CEO TRANSACTION COORDINATION PACKAGE:
INTAKE TASKS
Review the contract for completeness and pursue necessary parties for outstanding initials, signatures and dates.
Send agent an email outlining important dates and contact all parties involved in the transaction including the lender, title company, client and co-op agent; introduce myself and request that all paperwork and communications related to the transaction flow through me.
Add all dates to your digital calendar.
Establish file in your Broker system of record, upload documents and contact information.
CONTRACT MANAGEMENT
Coordinate the timely satisfaction and removal of all contingencies and keep you informed of the progress, including ordering HOA/Condo Docs.
Weekly lender check in and more frequently when necessary.
Coordinate inspections with you, the inspector, the Buyer and the co-op.
On-going system of record maintenance as documents are submitted, changes are made via amendment, and we work through the transaction process.
For Buyers: Verify receipt of Earnest Money Deposit check from Buyer.
For Sellers: Verify payoffs and tax, water & sewer certs.
Send detailed email requesting home warranty selection and follow up until selection is made.
PRE-CLOSING
Provide clients with reminders to connect or disconnect all necessary utilities and to secure homeowner’s insurance.
Verify loan commitment with client’s lender, provide copies and notify you of any problems in underwriting.
Verify and review the title report. Notify you of any issues and help to resolve.
Schedule final walkthrough and closing with your clients, the title company and you.
POST CLOSING
Obtain final signed closing disclosures and upload to your system of record.
Provide a congratulatory letter to your buyer(s) or a thank you letter to your seller(s) prompting them to leave a review for you with clickable links.
Design Just Sold postcards and send out to the demographic of your choice (postage paid separately).
Add client to your contact database with new address and email to be added to your past client drip campaign.
Transaction Coordination
Virtual assistance from executed contract to closing. Coordination begins once the contract is executed.
Contract to Close
We keep the file compliant and on schedule.
- Review contract for completeness; chase missing initials, signatures, and dates
- Email you a summary of key dates
- Introduce ourselves to lender, title, client, and co-op agent as the point of contact
- Add all dates to your digital calendar
- Open and maintain the file in your broker system of record
- Track and clear contingencies, including ordering HOA/condo docs
- Weekly lender check-ins
- Buyer side: verify earnest money deposit received
- Seller side: verify payoffs and tax, water, and sewer certs
- Request home warranty selection and follow up until made
- Verify loan commitment with lender
- Upload final signed closing disclosures
Full-Service Coordination
Everything in Essentials, plus hands-on coordination and client care.
- Lender check-ins beyond weekly whenever the file needs it
- Coordinate inspections with agent, inspector, buyer, and co-op
- Monitor underwriting and flag issues early
- Review title report; flag and help resolve issues
- Remind clients about utilities and homeowner's insurance
- Schedule final walkthrough and closing with clients, title, and agent
- Send congratulations (buyer) or thank-you (seller) letter with review links
- Design and send Just Sold postcards (postage billed separately)
- Add client to your database and past-client drip campaign
©2026 The Personal CEO, LLC. Proudly Created by REVA Nation.