Transaction Coordination for Seller’s Agents

As a Seller’s Agent, your time is invaluable. You invest countless hours marketing properties, negotiating offers, and preparing contracts to secure the best outcomes for your clients. However, the average agent spends more than 19 hours per transaction managing paperwork, reviewing documents, gathering signatures, and ensuring seamless communication between all parties.

At LuxoraTC, we take this burden off your shoulders so you can focus on what truly matters—growing your business, building relationships, and closing deals. Our experienced Transaction Coordinators (TCs) manage the entire administrative process, ensuring that deadlines are met, documents are accurately completed, and all necessary parties are kept informed.

With our comprehensive transaction management services, you gain 24/7 access to all transaction records through our secure online system, giving you full visibility while we handle the details.

Comprehensive Listing-Side Transaction Coordination Services

📌 Initial Transaction Setup & Coordination

• Introduce Our Role—Notify all parties involved (buyer’s agent, escrow, title, lender, home warranty, etc.) to establish a clear communication channel.

• Open Escrow & Title—Contact escrow and title companies, obtain the escrow, and request preliminary title reports and escrow instructions.

• Verify Contact Information—Confirm the accuracy of all key contact details for agents, escrow, title, lenders, and all other involved parties.

• Create & Manage a Secure Online File— Upload all transaction documents into our cloud-based system, ensuring secure, real-time access for all involved parties.

• Distribute Executed Purchase Agreement—Ensure all required parties receive the fully executed agreement immediately upon finalization.

📌 Contract & Document Review

• Ensure Contract Compliance—Review all contracts, addendums, and disclosures to verify correct dates, initials, signatures, and broker information.

• Check for Missing Information—Identify and request any missing documents, initials, or signatures to ensure compliance with broker and state requirements.

• Track All Contingency Deadlines—Monitor and communicate important dates for inspections, disclosures, contingencies, and closing deadlines.

• Ensure Legal & Broker Compliance—Ensure all required documentation is completed and submitted for brokerage review.

📌 Disclosure & Document Management

• Prepare a Complete Seller Disclosure Package—Gather and organize all required seller disclosures and additional broker-required forms.

• Send Disclosure Package—Deliver disclosure documents to you and/or your seller via DocuSign, email, or mail, ensuring timely execution.

• Ensure Timely Report Distribution—Provide all necessary reports (inspection, HOA, preliminary title, etc.) to the buyer’s agent and escrow company.

• Track Receipt of Signed Documents—Monitor the execution and return of all necessary documents, keeping the transaction moving forward.

📌 Communication & Deadline Tracking

• Monitor & Enforce Deadlines—Keep track of critical contract deadlines, including contingencies, inspections, disclosures, and deposits.

• Order Escrow Amendments & Requests—Handle necessary escrow amendments and ensure updates are accurately reflected in the contract.

• Coordinate Home Warranty & Escrow Instructions— Verify that home warranty invoices and commission instructions are received and processed correctly.

• Provide Regular Status Updates— Maintain proactive communication with all parties to ensure transparency and prevent delays.

• Identify & Resolve Potential Issues—Notify you of any outstanding items that require immediate attention.

📌 Closing & Post-Closing Coordination

• Send All Necessary Documents to Escrow—Ensure escrow receives all required disclosures, commission instructions, and final documents.

• Track Closing Process—Monitor the final steps to ensure a smooth and timely closing.

• Complete Final File Submission—Upload and submit all necessary transaction documents to brokerage compliance systems.

• Deliver a Comprehensive Digital File—Provide a fully documented PDF record of the entire transaction, including contracts, disclosures, correspondence, and key transaction details.