Service 01 · Transaction Coordination
From contract to close, managed with precision.
The moment your Agreement of Sale is ratified, we take over the operational execution, documentation, and timelines, so you stay focused on negotiations, clients, and production.
You lead the deal. We run the process.
In short
A real estate transaction coordinator manages the operational side of a deal from the ratified contract to closing, so the agent can stay in production. Precision Leverage Solutions runs the deadlines, documents, compliance, and every party inside KW Command for Keller Williams agents across PA, NJ, and DE, billed per file with no fixed overhead.
Transaction partners, not admin
We're embedded in the lifecycle of the deal, not standing outside it.
Proactive, structured workflows, never reactive task‑handling
Deep familiarity with contracts, forms, and KW Command
Volume‑tested systems built to scale with your business
Consistent communication across every stakeholder
Clean, compliant files that protect agent and brokerage alike
The division of labor
You stay the decision‑maker.
We handle the execution.
What we handle for you
- ✓Create and manage the transaction file in KW Command
- ✓Track all contractual deadlines and contingency timelines
- ✓Draft and send documents for signature, addenda, notices, and more
- ✓Coordinate with lenders, title companies, attorneys, co‑op agents, clients, and vendors
- ✓Monitor inspections, appraisal, mortgage, and other contingencies
- ✓Schedule inspections, repairs, and required services, and source vendors when repairs are needed
- ✓Provide structured deadline reminders to keep all parties on track
- ✓Ensure compliance documentation is complete and audit‑ready
- ✓Submit files to the Market Center for compliance review
- ✓Coordinate closing logistics and confirm settlement details
- ✓Confirm the file is complete for commission processing
What we don't handle
- —Negotiation with other parties
- —Legal interpretation of contract terms
- —Pricing strategy or CMAs
- —Marketing or listing promotion
That's your expertise. We protect your time so you can spend it there.
Where it begins & ends
Simple to start.
Clean to finish.
Once under contract
Notify your PLS coordinator by text, email, or phone. No intake forms required.
At settlement
The transaction closes and the file is completed and submitted to your Market Center for compliance.
Contract to close is $400 per transaction in PA and $450 in NJ and DE. Use it as needed, with no fixed overhead.
Used Listing Management first? The same coordinator continues seamlessly, no handoff, no repetition.
How it compares
Outsourced TC vs. in-house admin vs. doing it yourself.
| What matters | PLS (outsourced TC) | In-house admin | Do it yourself |
|---|---|---|---|
| Deadlines, documents, compliance | Run for you inside KW Command | Depends on the hire | On you, after hours |
| Cost model | Per file, no fixed overhead | Salary plus benefits, fixed | Your own time |
| Scales with volume | Yes, immediately | Only by hiring more people | No, you are the ceiling |
| Time to start | Same day, no setup | Weeks to recruit and train | Immediate but unscalable |
| Your focus stays on | Clients and production | Managing staff | Paperwork |
The short version: a transaction coordinator gives back the hours an in-house hire would cost, without the fixed payroll, and far more reliably than doing it yourself.
Outsourcing transaction coordination
Outsourcing the transaction side of a real estate business means handing the operational half of a ratified deal to a company that does only that, and keeping the half that requires your licence and your judgment. The split is cleaner than most agents expect, and it is worth being explicit about it before you hand anything over.
What outsources well: deadline and contingency tracking, document collection and routing, compliance file assembly, coordination with lender, title, attorneys, and the co-op agent, status updates to everyone waiting on one, and the county and municipal steps (recording requirements, transfer tax allocation, point-of-sale certificates) that change from township to township.
What does not: pricing strategy, negotiation, advice to your client, and the relationship itself. A coordinator who starts making those calls is a liability, not leverage. Everything we do stays your work product, approved by you.
Outsourced coordination is not a virtual assistant
The two get conflated and they are different purchases. A general virtual assistant is capacity you direct: you decide what happens next and they execute it. An outsourced transaction coordinator is a specialist who already knows what happens next, because they run the same workflow every day inside the same system, against the same compliance standard. You are not buying hours, you are buying a process that runs without you steering it.
What it costs to outsource, against the alternatives
Per file, with no fixed overhead: $400 per transaction in Pennsylvania, $450 in New Jersey and Delaware, and no retainer or minimum volume, so a quiet month costs nothing. An in-house coordinator is salary plus benefits whether or not the pipeline is full. The full comparison, including the software route, is in software versus a coordinator, and the arithmetic for your own volume is in what a transaction coordinator costs.
How a handoff actually starts
Same day, with no setup project. Send us the ratified contract. We build the file and the compliance checklist in KW Command, introduce ourselves to the other parties so nobody is surprised by a new name in the thread, and take over the calendar from there. There is no software to buy, no onboarding period, and no minimum number of files to commit to. We work exclusively with Keller Williams agents.
Transaction coordination by state
Forms, disclosures, transfer tax, and recording requirements change at every state line, and a file that is compliant in Pennsylvania is not automatically compliant in New Jersey. We publish what we have verified for each state we work in.
- Pennsylvania — PAR forms, 2% realty transfer tax in most counties, UPI certification before recording, and municipal use and occupancy requirements that vary township to township.
- New Jersey — the three-business-day attorney review window, the graduated Percent Fee that replaced the mansion tax in July 2025 and shifted it to the seller, and the smoke, carbon monoxide, and fire extinguisher certificate.
- Delaware — state and county transfer tax split, and the first-time homebuyer reduction.
- Maryland — not served yet. Coverage is planned for 2027; join the waitlist and we will reach out when it opens.
County by county
Most of what actually delays a settlement is decided at the county or municipal level, not the state level. We publish verified transfer tax splits, recording requirements, and point-of-sale obligations for 23 counties across the three states we serve. Start from the state page for your market: Pennsylvania has 13, New Jersey has 7, and Delaware covers all 3.
Keep exploring
More ways we leverage your business.
FAQ
Transaction coordination questions, answered.
What does a real estate transaction coordinator do?
A transaction coordinator manages the operational side of a real estate deal from the ratified contract to closing. That includes tracking contractual deadlines and contingencies, preparing and routing documents for signature, coordinating with lenders, title, attorneys, and co-op agents, and keeping the file compliant and audit-ready for the brokerage.
How much does a transaction coordinator cost in Pennsylvania?
Precision Leverage Solutions bills transaction coordination per file rather than as a monthly retainer, so you only pay when you have a deal. Contract-to-close coordination is $400 per transaction in Pennsylvania and $450 in New Jersey and Delaware. Dual agency, transaction licensee service, unrepresented party (FSBO or URB), and multi-unit files are priced separately, and the full rate card is published on our pricing page.
When in the deal does a transaction coordinator get involved?
PLS steps in the moment your Agreement of Sale is ratified. You notify your coordinator by text, email, or phone, with no intake forms required, and we take over deadlines, documents, and communication through settlement. If we managed your listing first, the same coordinator continues with no handoff.
Does a transaction coordinator work inside KW Command?
Yes. PLS coordinators work natively inside KW Command, creating and managing the transaction file, routing documents, tracking contingencies, and submitting the file to your Market Center for compliance review. Working inside Command keeps the file consistent with brokerage requirements and audit-ready.
What does a transaction coordinator not do?
A transaction coordinator does not negotiate on your behalf, interpret contract terms as legal advice, set pricing or build CMAs, or run marketing. Those decisions stay with you, the agent. PLS protects your time on the execution side so you can focus on clients, negotiation, and production.
Can a transaction coordinator work across PA, NJ, and DE?
Yes. PLS coordinates transactions across Pennsylvania, New Jersey, and Delaware, with coordinators familiar with the forms and requirements in each state. Pricing varies by state and transaction type, but the process and level of communication stay consistent wherever you close.
How fast can you onboard and start on a live contract?
Most agents onboard the same day. Because there are no intake forms for transaction coordination, you can hand off a live, already-ratified contract immediately and your coordinator picks it up right away. A short discovery call first helps us learn your systems and preferences.
Do you work with agents outside Keller Williams?
No. Precision Leverage Solutions works exclusively with Keller Williams agents and market centers. Our workflows, compliance checks, and file structure are built around KW Command, which is what lets us onboard quickly and hand a brokerage-ready file back to you. If you are considering a move to KW, reach out and we will point you to the right market center.
Ready when you are
Hand off your
next contract.
Already under contract? Just reach out, no forms, no friction. We'll take it from here.
Book your discovery callCan I outsource transaction coordination instead of hiring in-house?
Yes, and for most agents it is the cheaper route until volume is very high. Outsourced coordination is billed per file, so it costs nothing in a month without closings, while an in-house coordinator is salary plus benefits regardless of pipeline. Outsourcing also starts the same day rather than taking weeks to recruit and train, and it scales immediately when your volume jumps. What you give up is having someone physically in your office and dedicated to only your files.
What is the difference between a transaction coordinator and a virtual assistant?
A virtual assistant is general capacity that you direct: you decide what happens next and they carry it out. A transaction coordinator is a specialist who already knows what happens next, because they run the same contract-to-close workflow every day, in the same system, against the same compliance standard. For real estate files specifically, the difference shows up as missed contingency dates and incomplete compliance files, which is what you are actually paying to avoid.