A transaction coordinator's checklist starts with the signed contract, not a generic set of dates. Each deal has its own deadlines, riders, escrow holder, lender, title team, and brokerage requirements. Here is the workflow I use to organize a Florida residential transaction.
At contract acceptance
- Save the fully signed contract and all riders; confirm the effective date with the agent.
- Identify all parties and verify contact information directly against the file.
- Calendar escrow, inspection, financing, appraisal, title, association, and closing deadlines as applicable.
- Send introductions and a transaction summary to the appropriate parties.
- Request missing signatures, disclosures, and brokerage compliance items.
During the contract period
- Confirm each escrow deposit with the named holder and keep the receipt.
- Coordinate inspection access and send results or repair documents where authorized.
- Follow lender milestones and confirm appraisal ordering and receipt.
- Obtain title status, survey information if needed, lien or permit search status, and association or estoppel information.
- For condos and HOAs, track document delivery, application, interview, and approval dates.
- Record signed amendments and update every affected deadline.
Before and after closing
- Confirm insurance, clear-to-close status, final figures, signing method, and closing appointment.
- Help coordinate the final walk-through, utilities, keys, and any required repair receipts.
- Remind the buyer to verify wiring instructions by phone with the title company using a trusted number.
- Confirm the file has the final settlement statement and brokerage documents, then send post-closing information as appropriate.
A checklist is a tracking tool. The agent, lender, title company, and parties still make the decisions within their roles. Christine Matus PA manages the moving pieces and sends Friday status updates. Ask about transaction coordination.