FAQs

What is a Transaction Coordinator?

A transaction coordinator is just that, a person that professionally coordinates your transaction. Your Transaction Coordinator will manage your contract from the time it goes under contract until it closes. The service is also commonly known as “contract to close.” The Transaction Coordinator will facilitate all communications, coordinate inspection scheduling, track loan progress and appraisal, and ensure all paperwork is complete and submitted to your brokerage. 

What are the benefits of using a Transaction Coordinator?

Real estate agents with all size businesses can benefit from using a Transaction Coordinator. 

Using a Transaction Coordinator will free up your time for prospecting and other income-producing activities and can increase your work-life balance. We have found, on average, real estate agents save approximately 16 hours per transaction by working with us. 

Our systems have been carefully crafted over hundreds of hours to ensure no detail is missed and each transaction is managed exceptionally every time. You don’t have to do a thing! We supply all the checklists, email templates, and software. You even receive a weekly report for each one of your transactions and have an online portal so you can check in any time, anywhere. 

When am I ready for a Transaction Coordinator?

Most agents benefit from using a Transaction Coordinator once they are consistently working 2 deals a month on average. Newer agents can benefit if they are highly motivated to use their time well. We have found that that the agents most likely to NOT benefit from using a Transaction Coordinator (or any other assistant) are the ones that are unable to delegate and keep taking work back. 

What are your hours of operation?

In general, your Transaction Coordinator will be available Mon-Fri 8ish to 5ish. We check email intermittently nights and weekends for emergencies. Our office is closed for all federal holidays. 

What states do you serve?

We currently serve Tennessee, Georgia, Florida, Alabama, Mississippi, Texas, North Carolina, South Carolina, Kentucky, Virginia, Maryland, Pennsylvania, and New York. Don’t see your state! Just ask! We are regularly adding new states by request. 

Why shouldn’t I just hire an in-house Transaction Coordinator? Wouldn’t it be cheaper?

We have found that agents that try to hire in-house almost always face a wide range of issues, including high turn over rates, limited time and resources to develop scalable processes, and the constant need to train their admins. Plus, what happens when your in-house Transaction Coordinator is sick or goes on vacation? Agents hire us to avoid these issues, as we are a turn key system, with all checklists, email templates, staff, etc already in place. When you work with Voigt & Associates, LLC, you will never experience turn over, will never have to deal with your Transaction Coordinator going on vacation, and will never have to train someone or update systems. 

How do you get paid?

We only get paid when you get paid! We don’t charge for file cancellations. We invoice once a week via QuickBooks, so you will be sent an invoice on Friday when you have had a closing that week. You can also opt to have us paid on the settlement statement - just let your title company/closing attorney know to add our fee!

Are there any additional fees? What’s included?

You will never be charged any additional or hidden fees! Our low fee (paid when you get paid!) includes all the software, salary, payroll taxes, training, and systems. 

What types of files/real estate transactions do you manage?

We manage all types of files, including residential, investors, private, short sales, REOs, land, commercial, condos, multi-family, and 1031 exchanges. We charge the same fee regardless of file type, buyer, seller, or dual. 

Which brokerages do you work with?

We are not affiliated with any one brokerage and work with agents from over a hundred firms. 

Do you know how to use my broker’s system?

We are familiar with nearly every system in the real estate space. We ensure your brokerage’s compliance system stays up to date and has all needed documents uploaded. We keep a set of your documents in our proprietary transaction management software, as well. Systems we have extensive training on include: Dotloop, Appfiles, Skyslope, Docusign, Command, BackAgent, Paperless Pipeline, Form Simplicity, Remine, ZipForms, TransactionDesk, and more!

How many files can you handle?

We have unlimited capabilities due to our highly efficient and scalable systems. We work primarily with top producers and hire additional Transaction Coordinators as we expand. 

Can you help me grow my business?

Yes! Using a Transaction Coordinator frees up your time to allow for income-producing activities. We find that out lower production agents quickly double and even triple their production once they start taking full advantage of our assistance. 

Do I need to sign a contract?

No!

What happens if a deal doesn’t close?

We do not charge a fee for cancellations. We simply terminate the file in our system. Once a file dies, we cannot continue working on the transaction for liability reasons. We cannot draft termination paperwork or follow up on the release of earnest money. 

Do you prepare offers?

Not at this time. We have found offer prep is simply too time sensitive and we cannot deliver the customer service you deserve. 

Is there an onboarding fee?

No!

What is the onboarding process?

We have a short onboarding process. We send you a link where you can securely share your login info and passwords with us. We additionally gather your inspection vendor information. Once you complete the form, we add you to our system and are ready to accept your contracts!

Is there anything you can’t do?

We do not negotiate. The agent will always be responsible for all negotiations, including repairs. We can draft all documents for you and obtain signatures. 

Additionally, once a file dies, we cannot continue working on the transaction for liability reasons. We cannot draft termination paperwork or follow up on the release of earnest money. 

Do you have any reviews?

Yes! Please click here: REVIEWS

Can you use my systems?

To ensure consistency in our client experience, we use our own proprietary software to manage the transaction. We will use your system for compliance purposes, submitting to your brokerage, and document creation. 

How hands on will I need to be during the contract?

While we manage and coordinate the transaction, we will still regularly need your input. You will still need to check your email daily. It is our goal that most of your emails will only need to be reviewed, with minimal input needed. You will still be responsible for all negotiations. You are copied on all correspondence to ensure you are always in the loop. 

How do I get started?

Please complete the below form and we will send you our onboarding information!