Premuim Service 
Transaction Coordinator
$600+

Client to Close!

The services listed below may not apply to all brokerages and customization is available.

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Upon Making Client Connection ​

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• Send Buyer preliminary disclosure packet and buyer booklets if any.

• Send any agency disclosures for signing once relationship is formed

• Make preferred connection with client, phone call option included.

• Schedule any pre-inspections and photography as needed.

• Get signatures on accepted offers, send counter offers out for signature.

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MLS Management:

Enter property information and assist with description. Update status to pending, closed, and extend as needed. Order sign placement and removal. Agent to notify of HOAs or CC&Rs restrictions. Agent and client review and confirmation prior to submission. Agent to update open house schedule.

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Please review your local MLS rules assistant access. 

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Upon Signing of Listing Agreement

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• Upload listing agreement and other listing documents into broker management system

• Contact escrow holder to obtain escrow number and preliminary title report.

• Order a Natural Hazard Disclosure Report (“NHD”) depending on the title company.

• Prepare a complete Seller Disclosure Package to include all required C.A.R. forms, required Broker forms and documents then deliver via email or DocuSign to the appropriate parties to the transaction. Give agent reminders or an online version of AVID mobile devices. (Depending on preference and market condition this may be completed at acceptance)

• Send email including required documents, escrow and Glide information w/ login information providing access to transaction management system.

• Follow up as necessary with agent to ensure that all required seller disclosures are completed.

• Help organizing and sorting offers for review as needed.

• Monitor listing expiration date and follow up with agents prior to listing expiration.

 

Upon Acceptance of Purchase Offer

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• Review the Purchase Agreement, Counter Offers, and Amendments to ensure that each document is fully executed with proper dates, initials, signatures and broker information and upload into the broker’s web-based transaction management system.

• Contact all parties via email to introduce your role in the transaction as the agent’s personal coordinator.

• Provide a copy of the executed Purchase Agreement to all parties involved in the transaction, if necessary.

• Enter all contacts, appropriate dates and documents into our online transaction management system and provide appropriate parties with access.

• Provide a calendar of all contractual timelines to the listing agent and include all parties in the transaction with exception to clients.

 

Throughout Escrow

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• Track escrow holder timelines for delivery of HOA documents and SOLAR documents (if applicable), etc.

• Provide timely written status updates to appropriate parties to ensure all parties are aware of performance deadlines and documentation issues during the escrow period.

• Prepare and deliver to the buyer’s agent a Buyer’s Package consisting of the Seller Disclosure Package (received from the listing agent) reports, booklets and any other Broker-required forms.

• Prepare and deliver to the buyer’s agent a complete Seller Disclosure Package and monitor the buyer’s agent to ensure that the disclosures are returned timely and are properly executed.

• Confirm that escrow receives the Home Warranty invoice and Broker demand.

• Upload all documents, disclosures and reports to the broker.

• Maintain necessary contact with all parties involved to report status updates as well as items needing attention or documents that are outstanding.

• Provide prompt response and signature retrieval for all time sensitive items.

• Electronically batch and submit required documents to broker’s escrow department or system for review in accordance with broker policy.

• Monitor escrow officers & lender to assist with all documentation requirements.

• DocuSign for agent completion all addendums, contingency removals, amendments

• Schedule inspections and walk throughs with clients. 

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Transaction Close​

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• File copy of closing documents and broker package, file documents.

• Assist broker’s escrow department to interpret any closing package discrepancies and update broker documents as necessary.

• Inform agents of any missing documents and record each request for documents not provided by the other side.

• Send the client a closing email with access to the filing system or send a complete file electronically.

• Prompt agent to file all emails and communications with client.

• Inform agent of check clearance if brokerage access is available. 

 

There is a cancellation fee for this level of service of $100

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Agent Responsibilities Help us, help you!

 

1. Give access to C.A.R. forms via Glide and provide information about broker compliance and file storage.

2. Submit new sales and listing on website www.aide-re.com/newescrow or send information to support@aide-re.com. All necessary information listed in #4 below.

3. Consult with clients about escrow expectations and help with responsiveness.

4. Provide appropriate information at the start of each transaction.

• Attach RPA along with all Addendums, Counter Offers and Contingency Removals.

• Lender Information with Approval Letter

• Buyer or Seller Contact Information (phone & email)

• Escrow Officer & Company

5.​ AVID completion in accordance with timeline before inspection period ends.

6. Notify TC of all travel during the escrow period, agents and clients.

7. Respond in a timely fashion to all communications from TC and Escrow.

8. Review all Preliminary Reports and Seller Completed Disclosures                                                                                       (ESD/TDS/SPQ/LPD/Earthquake) for accuracy, referencing your knowledge of property.

9. Verify that TC has received all transaction documents and changes. Prompting all parties to include TC in communications. Especially regarding closing, cancellations, extensions and addendums (parties will often leave coordinator out of email correspondences).

10. If buyer is not doing a VP agent must inform TC in time to send waiver.

11. Review estimated closing statements for accuracy.

12. Do all negotiations.

13. Deliver Happiness!

 

For easy submission of new escrows or listings and to earn rewards that provide discounts on services please visit www.aide-re.com/newescrow

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Timeline of Task & Expectations

 

All time frames given are company commitments, items will often be completed much sooner.

All time frames are assuming agent has provided all necessary information.

 

New Sale Submission:

Timeline and Agent Introductions - 24 hours during business days

Client Introductions – 24 hours during business days

Broker Submission – 2 business days

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New Listing Submission:

Fillable Disclosures (TDS/SPQ etc.) sent to seller – 7 business days

   ^Full disclosure package sent for signature - 3 business days after seller completes

Client Introduction – 7 business days

Escrow Opened – 3 business days Broker Submission - 3 business days

 

Disclosure Delivery:

Buyer Side - Disclosures will be delivered same day as receipt

(Disclosures are sent for signature 3 days prior to inspection period ending or within 3 days after receipt, whichever is less)

Listing Side – Disclosures delivered to buyer’s agent within 24hrs of contract receipt

 

Reminders:

Contingencies – 24 hours prior to due date

Agent Update – 1 per escrow period, more as needed (agents will be copied throughout transaction for monitoring)

AVID – as needed, with 2 reminders maximum (AVIDs submitted after inspection period must submitted signed by agents and clients)

 

Responses:

Immediate to 4 hours maximum during business hours)

Text available & phone available.

 

Business Hours:

8:30am – 5:00pm M – F (Acknowledgment of receipt will be given on weekends, with limited availability upon request for document management especially during vacation or when agent is unavailable)

Unavailable all national & state holidays.