Contract Intake
Receive the executed agreement, create the transaction record, capture key dates, organize parties, and build the approved checklist.
Transaction coordinator virtual assistant
Vitalis provides trained, vetted, and managed real estate transaction coordinator virtual assistants who organize contracts, deadlines, documents, compliance checklists, MLS updates, client communication, and transaction handoffs.
Protect the client experience
When transaction work lacks a clear owner, deadlines become harder to see, documents remain incomplete, clients ask for updates, and agents spend valuable time chasing administrative details.
A Vitalis remote transaction coordinator works from approved checklists, systems, permissions, and escalation rules. The goal is a visible, repeatable process from executed contract through closing and final file completion.
Transaction support deliverables
The exact scope follows the brokerage, market, transaction type, software, client procedures, and applicable licensing rules.
Receive the executed agreement, create the transaction record, capture key dates, organize parties, and build the approved checklist.
Track required administrative documents, signatures, amendments, receipts, and file-completion items using authorized systems.
Maintain contingency dates, reminders, appointments, milestones, and escalation points without making licensed decisions.
Send approved status updates, reminders, appointment details, and requests while routing substantive questions to the agent.
Support authorized status changes, data checks, document uploads, and closing updates as permitted by brokerage and market rules.
Confirm administrative completion, organize the final file, update systems, support review requests, and prepare post-closing follow-up.
The transaction workflow
Vitalis trains the transaction coordinator on the client’s checklist, systems, communication standards, and approval boundaries before ongoing execution.
Verify that the file was received, create records, capture dates, and identify missing administrative information.
Enter approved milestones, assign tasks, schedule reminders, and document responsible parties.
Follow up on documents, appointments, inspections, title or closing details, and authorized updates.
Route negotiation, interpretation, compliance concerns, and exceptions to the appropriate licensed professional.
Confirm approved completion items, organize the record, update statuses, and archive the final file.
Visibility and accountability
A transaction coordinator should reduce uncertainty, not create another person to supervise. Vitalis helps establish daily priorities, reporting expectations, exception handling, and ongoing performance support.
Reporting can be tailored to the brokerage’s systems and may include active-file status, upcoming deadlines, missing items, client updates, escalations, and completed closings.
Important: Permitted activities vary by state, province, brokerage, MLS, and transaction type. The client is responsible for defining local requirements, permissions, supervision, and escalation procedures before work begins.
Frequently asked questions
The engagement begins by defining the checklist, systems, transaction volume, market requirements, and supervision model.
A transaction coordinator virtual assistant supports approved contract-to-close administration, including file setup, document tracking, deadlines, appointment coordination, client updates, system records, MLS support, and closing handoffs.
An unlicensed coordinator should not interpret contracts, provide legal advice, negotiate terms, or perform work reserved for licensed professionals. Exact boundaries vary by jurisdiction, brokerage, MLS, and transaction type.
Yes, using approved templates, factual transaction information, documented procedures, and escalation rules. Questions requiring advice, interpretation, negotiation, or professional judgment must be routed to the authorized person.
MLS support may be included when permitted by local rules, brokerage policy, the user’s authorization, and the engagement’s defined permissions. The client must approve the exact workflow.
Vitalis can recruit and train around the client’s authorized CRM, transaction management platform, document system, calendar, email, task manager, and reporting tools.
Yes. Vitalis supports role definition, recruiting, five-step vetting, matching, systems training, reporting, coaching, accountability, and ongoing performance development.
Build a managed transaction workflow around clear deadlines, organized records, consistent communication, and properly defined scope boundaries.