How to Win over Real Estate Agents as a Transaction Coordinator
Being a transaction coordinator means you’re the glue holding the real estate deal together. But let’s be honest - keeping agents happy can feel like a full-time job in itself.
They’re juggling clients, listings, and late-night client therapy sessions, so the last thing they want is confusion or delays in their transactions.
With a few key techniques, you can become their go-to resource, earning their trust and full-scale admiration along the way.
Over-communicate During Critical Stages
When it comes to keeping agents happy, there’s no such thing as “too much communication.” During critical transaction stages - like inspections, appraisals, and closing prep - agents need to know exactly what’s happening.
Don’t wait for them to ask for updates. Be proactive and send regular check-ins. A quick email or text saying, “The inspection is confirmed for Thursday at 2 PM” can save them from a last-minute panic.
Clear communication builds trust and ensures everyone is on the same page - no surprises, no unnecessary stress. Using a real estate task management system can help ensure that all updates and milestones are tracked efficiently.
Anticipate Issues and Offer Solutions
Agents deal with enough surprises already - they don’t need more coming from the transaction process. One of the best ways to make their lives easier is to anticipate potential roadblocks and have solutions ready before they even ask.
For example, if you notice a contract missing an addendum or a deadline creeping up, flag it early and suggest how to address it. Instead of saying, “This might be a problem,” frame it as, “I noticed this and here’s how we can fix it.”
Being proactive shows agents that you’re not just reacting to issues - you’re actively working to prevent them. And trust me, that level of foresight goes a long way in earning their respect.
Just like a scrub nurse with a doctor, you might know as much (or even more) than the agent you are supporting - so be a resource when given the opportunity. Using automated real estate workflow tools can help spot these issues early.
Deliver Weekly Progress Updates
Agents thrive on information - the more they know about their deals, the more confident they feel. A simple way to keep them happy is to provide weekly progress updates. These don’t have to be elaborate; even a concise email highlighting completed tasks, upcoming deadlines, and any pending items will do the trick.
This habit not only keeps agents in the loop but also reinforces your role as an organized, reliable partner. They’ll know they can count on you to manage the details, freeing them up to focus on winning new clients and closing deals.
Consistency is key here. When agents know updates are coming regularly, they’ll spend less time asking for status checks - and you’ll spend less time answering unnecessary questions. Incorporating real estate process management software into your workflow can streamline these updates and save you time.
Leverage Tools Like Nekst for Seamless Updates
One of the easiest ways to keep agents happy (and save yourself time) is by using a system like Nekst. With its client portal feature, Nekst allows you to provide regular updates not just to the agents, but also to their clients.
The client portal is a game changer. It lets everyone involved see key details, deadlines, and updates in real-time, reducing the need for back-and-forth communication. Instead of fielding constant “What’s the status?” calls, agents and their clients can access the portal anytime for an instant snapshot of where the transaction stands.
Using a platform like Nekst integrates automated real estate follow-up tools and real estate compliance management systems, giving agents peace of mind and keeping transactions on track.
Conclusion
Keeping agents happy isn’t just about making their lives easier - it’s about building a reputation as the transaction coordinator they can’t live without. By over-communicating during critical stages, anticipating issues, delivering consistent progress updates, and leveraging tools like Nekst, you’ll position yourself as an indispensable part of their team.
When agents know they can trust you to handle the details, they can focus on what they do best - closing deals and growing their business. And when you make their job easier, they’ll keep coming back to you time and time again.