Key Software Tools for Real Estate Transaction Coordinators

 In Business Tools & Apps, Client Tips

Key Software Tools for Real Estate Transaction Coordinators


In the world of real estate, many factors must come together. Real estate professionals must equip their businesses with the right help and tools to stay ahead of the competition. 

When it comes to getting the right help, a real estate agent can hire a remote real estate transaction coordinator. However, to set both the remote talent and the real estate business up for success, it’s best to invest in essential real estate software tools.

Let’s explore what a real estate transaction coordinator can do for clients. Plus, we’ll cover the top real estate tools that can help businesses and their new remote talents navigate the competitive world of real estate.


What is a real estate transaction coordinator?

Real estate transaction coordinators are responsible for routine yet essential tasks. Such tasks, from administrative support to marketing, can often be time-consuming, eating up the time of real estate agents.

The tasks that real estate coordinators do, like database management and report generation, can be done remotely. This means real estate professionals can hire virtual assistants to fill this important role. By choosing remote staffing, businesses gain access to a global talent pool filled with highly qualified individuals. These talents offer top-notch support at a fraction of the cost of hiring in-house employees.


Types of tasks for a virtual real estate coordinator

By hiring a skilled transaction coordinator real estate professionals can confidently delegate a wide range of tasks, including:

Want to learn more about how remote staffing can help you transform your real estate business? Book a free discovery call with our Growth Experts today!


Why use the right real estate software tools?

Hiring a top-tier remote talent is not enough. A real estate coordinator can perform their best when equipped with the right tools. 



Real estate transactions are often time-intensive. These transactions involve a myriad of tasks and mounting documents. By using the right tools, remote real estate coordinators can 

Businesses can run more smoothly with software that can help them automate repetitive activities and manage their tasks better.


Transaction coordinators need to communicate with various stakeholders, including real estate agents, clients, lenders, inspectors, and so on. All interactions will be online so real estate coordinators will need to lean on modern tools to get the message across. They’ll be able to collaborate more effectively with tools that allow them to seamlessly communicate with internal and external clients regardless of the distance.

Task and document management

In the real estate world, professionals must complete many smaller tasks to ultimately “seal the deal.” In addition to the numerous routine yet time-consuming tasks, real estate professionals also need to deal with a lot of paperwork. Without the right organizational skills and tools, things can fall through the cracks and delay project completion.

A project management app can help virtual real estate transaction coordinators stay on top of tasks. It’s crucial for their clients, too. With the right project management tool, real estate agents gain visibility on the status of various assignments they’ve delegated to their transaction coordinators. Document management tools, on the other hand, let users find what they need as quickly as possible. Such tools offer a secure way to store and organize documents virtually, ensuring that they can be easily found by the individuals who should have access to them.


Real estate transactions typically involve the collection and management of confidential information. For example, housing loan paperwork will contain sensitive financial data and client information that should be protected at all costs. The right real estate software tools have robust security measures to protect a real estate business and its clients against data breaches and threats. By adopting useful and secure tools, real estate agents and their coordinators will be able to ensure the confidentiality and integrity of the data they handle. This is crucial as it can help build client trust and confidence in the business.

Thinking of hiring a remote real estate transaction coordinator? Get in touch with our Growth Experts to find the top remote talent for you!


Essential features or qualities to look for in real estate software

There’s an endless list of options that real estate businesses can select from. But it’s important to keep one’s self from going with the newest or trendiest tools. Real estate clients must focus on these five essential features:


User-friendly interface

Some tools can be feature-packed but difficult to navigate because of their cluttered interface. While it’s not impossible to learn how to use such tools, it can certainly take up more time and energy. 

A real estate agent’s best bet is software with an intuitive and user-friendly interface. Going this route can help minimize the learning curve, reduce errors, and create a more positive and productive user experience. By investing in user-friendly real estate tools, virtual transaction coordinators can perform their tasks more efficiently and collaborate more effectively with the people they work with.


Accessibility is another important feature. The tools must be available to remote users from wherever they are in the world. The software application must also be compatible with Windows and Mac operating systems, as different people have varying preferences on the type of laptop or desktop computer they use.

Tools with web-based versions are also an excellent option for real estate professionals who are always on-the-go. They can use tools that can be accessed using mobile devices like phones and tablets, which are more portable than bulky computers. This way, they can update listings, answer client inquiries, and monitor projects in real-time.

Security features

Customers want to be reassured that their personal information isn’t just left out there for all to see. This is especially true for real estate buyers and sellers who give confidential data such as their bank details and government IDs to process real estate transactions. To receive and maintain customers’ confidence, real estate business owners must look for software with robust safety and security features like two-factor authentication or customizable access levels. Doing so is crucial in safeguarding not only data but also business reputation.

Customer support and training

Even with easy-to-navigate tools, users can still encounter issues and bugs. It’s essential to have access to customer support when this situation arises. Access to answers to FAQs or a resource library with tutorials can be helpful for those encountering common issues. It would also be best to find a software vendor that has responsive customer support channels through live chat, email, or both. These features allow for better adoption and a more positive user experience overall.


Cost is a definite factor for any business choice. Real estate business owners must set a cap of how much they can set aside for the purchase of tools. Knowing how much budget can be helpful in focusing on the most crucial, non-negotiable software capabilities that a business needs from their tools. To help with the decision-making process, real estate business owners may use trial versions of certain programs before committing to a regular subscription. 

Using the above criteria, real estate business owners can sift through a wide selection of software available in the market. This list can help them find the most suitable tools for their remote transaction coordinators.

Need more tips on how to set your remote assistant up for success? Book a discovery call with our Growth Experts for more remote staffing solutions and tips!


5 key software tools for real estate transaction coordinators

Having the right tools can make a world of difference. Productivity and efficiency levels can improve through the perfect blend of top-tier skills, sound management, and the following excellent tools:

For general support tasks: Google Workspace

A remote and distributed team can still have a common “office.” Google Workspace can serve as a real estate company’s hub for general backend tasks, including email, file management, spreadsheet creation, and more.

Google Workspace allows for seamless collaboration. Everything is securely kept and accessed in cloud-based storage. This online tool has plenty of crucial office tools every real estate transaction coordinator needs to check off tasks from their hefty to-do lists. Google Workspace includes the following:

  • Gmail for asynchronous communication
  • Calendar for effective time management and scheduling
  • Meet and Chat for communication with partners
  • Drive for secure file storage and sharing
  • Docs, Sheets, and Slides for documentation, reports, and presentations
  • And more


For project monitoring and collaboration: Asana

For those looking for an easy-to-use project management tool, Asana is a popular choice. It enables effective monitoring and collaboration. Transaction coordinators can create tasks to stay on top of their to-do lists. Their clients can also use Asana to assign new projects and deadlines to the rest of the team. Asana also has helpful features like task dependencies and customizable workflows, providing real estate teams better visibility on projects and potentially pointing out areas of improvement or bottlenecks in the workflow.

With Asana, remote teams can collaborate better and work more efficiently, avoiding redundancies and delays. This is especially helpful for real estate clients working with remote transaction coordinators, as it helps everyone stay connected and in sync despite working in various parts of the world.


For templates and marketing assets: Canva

Canva is an excellent web-based platform for those looking to make simple assets for internal or marketing use. A remote real estate transaction coordinator can use Canva to make professional-looking letterheads, reports and sales decks. 

Aside from internal materials, Canva is also an easy-to-use tool to make marketing materials. Even with intermediate graphic design skills, a virtual transaction coordinator can craft designs for brochures, social media assets, and other promotional materials to showcase listings and promote the real estate agency’s services.


For routing real estate documents: DocuSign

A lot of paperwork is involved in any real estate process. Luckily, today’s modern world allows the electronic routing and approval of documents. Instead of manually sending documents via chat or individual emails, transaction coordinators can route real estate paperwork using DocuSign, a document signing software. This tool expedites the document-signing process by eliminating the need for paper-based signatures that can take time especially when signatories are out of the office or country. 

With DocuSign, a real estate transaction coordinator can scan and upload documents and then route them virtually to reviewers and signatories. The software also allows for real-time notifications so point persons can stay updated on the status of the documents. Real estate transaction coordinators can also automate reminders so the next approver will know when it’s their turn to sign.


For real estate support: Zillow Premier Agent

Zillow Premier Agent is an all-around platform that real estate professionals use to connect with buyers and sellers. Transaction coordinators can help their real estate clients leverage Zillow’s advertising tools, lead management features, and market insights to identify potential leads, nurture client relationships, and drive business growth.

Zillow Premier Agent can also be incredibly useful in monitoring both team and individual performance within the real estate business. By utilizing its comprehensive suite of features, you can effectively set and track key metrics vital to success. These metrics may include customer feedback, answer rates, lead conversion rates, and overall sales performance.

Real estate transaction coordinators can extract data from this software. They can help analyze and create reports that are crucial for making better, more well-informed business decisions. Relevant data can also be used to assess the effectiveness of the team’s strategies and uncover potential areas of improvement.

With a skilled virtual assistant for real estate transactions, agents can reap the many benefits of using the right tools. By leveraging these five key software tools and the transformative power of remote staffing, real estate transaction coordinators can enhance the way they do business across the board. repertoire


The secret weapon: talent and technology for real estate success

There’s no one-size-fits-all solution to building a successful real estate empire. However, there are two important factors that can help bring businesses closer to their goals. First is hiring the right remote talents to provide support on routine yet time-consuming transactions. The second is equipping them and the rest of the team with practical and effective tools that are secure, can streamline operations, and are intuitive. 

Getting the right remote talent to provide backend support allows for improved productivity. It also clears up a real estate agent’s plate for more core responsibilities, including meeting with buyers and drawing up sales strategies.

And by partnering the right talent with key real estate tools, real estate professionals can be more confident with delegating tasks. The most suitable tools can help make processes more efficient while offering security and increased visibility. In short, it is a better way to run a real estate business.

Ready to find the right talent to help you leverage modern real estate tools? Book a free consultation with our Growth Experts now!



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