Choosing the Right Transaction Coordinator in California: What Every Agent Should Know

Oasis Singleton
Jul 28, 2025
3 min read

When you're working to build your real estate business in California, the last thing you want to worry about is whether your paperwork is in order. That’s where a Transaction Coordinator (TC) becomes essential. But not all TCs are created equal—especially in a state as

compliance-heavy and fast-moving as California.

Whether you're a new agent or running a full team, this guide will walk you through how to choose the right TC to keep your transactions smooth, compliant, and stress-free.

Why a Great Transaction Coordinator Is Crucial in California

A TC isn’t just someone who checks boxes. In California, a great TC protects your license, helps with DRE compliance, and helps you close faster with fewer errors. From pre-opening escrow to tracking contingency removals and uploading documentation for broker review, the right TC can make or break your file. Ideally a good TC can help by reviewing documents and catching error before they negatively impact transaction timeline or client expectations.

What to Look for in a California-Based TC

1. Deep Knowledge of California Compliance - Look for a TC who understands the California Association of Realtors (CAR) forms, timelines, and legal requirements—not just someone who fills in blanks. A knowledgeable TC will know the difference between a Buyer Representation Agreement and a Listing Agreement, AVIDs and SPQs, and what’s required for broker file compliance.

2. Familiarity with Local MLS and Broker Requirements - Each broker and county has different protocols and requirements. A good California TC knows how to submit documents and work within your brokerage’s internal compliance deadlines.

3. Clear Communication and Speed - Real estate is fast. You need a TC who is responsive, doesn’t require constant follow-up, and communicates proactively with escrow, agents, and clients.

4. Organized Systems - Your TC should have structured workflows, automated reminders, and cloud-based file sharing to make it easy for you to stay on top of deadlines.

Red Flags to Avoid

They don’t specialize in California – Laws and forms vary by state. A generalist TC might miss key state-specific steps.
They charge extra for basics – Every email or phone call shouldn't be a line item.
They don’t have testimonials or references – Experience and reputation matter. A great TC will have social proof.
They don’t use secure or modern systems – For example isclosure should not be manually completed or signed unless requested.
They state you cannot call them - Your TC is a partner in your business but if you cannot call, text and email your TC during regular business hours problem will arise.

Questions to Ask Before Hiring a TC

Are you familiar with my broker’s compliance process?
How do you keep track of key deadlines like contingency removals?
What happens if my file is audited by the DRE?
Do you handle both listing and buyer sides? Dual-agency?

Why AIDE Transactional Support is California’s Trusted TC Partner

At AIDE, we work exclusively with California agents—from Sacramento to San Diego. Our team understands the evolving landscape of state compliance and MLS rules, and we’ve helped hundreds of agents avoid costly mistakes, save time, and stay protected.

We don’t just push paperwork—we act as an extension of your business with the systems and experience to back it up.

Ready to see the difference? Submit your first transaction HERE or call now (916)915-9004 to get a quote for your business needs.