As an agent working in the real estate industry, have you ever wondered how much time and effort go to waste just for some nitty-gritty administrative tasks? The paperwork, inspections, and repairs, and communicating with all of the participants. The extra work seems to reduce your time instead of guiding your clients along the buying/selling process. And with a limited time, this puts you under a lot of pressure in closing a deal on time. It is where a transaction coordinator or TC comes in. But what exactly is a TC, and what do they do?
Virtual Transaction Coordinators, sometimes called virtual assistants, are remote online assistants that do most of the administrative tasks for you. To reduce the time in closing deals, TCs get things done in the background. At the same time, you focus on meeting with the clients and building relationships. Fieldnotes have a unique virtual assistant that allows you to contact anytime, anywhere. Sparky is an AI virtual assistant that helps organize contacts and notes and even generate and follow up leads. Sparky can be saved as a contact that you can call whenever you need assistance, like scheduling a meeting, reminders on specific tasks, and fetching important emails when you need them. Having Sparky is like having a personal secretary on the go. Always ready for action with just one tap of your phone.
There are other platforms that offer TC services as well with real people managing the tasks at hand. Here are some, if not all of the tasks TCs manage for you:
One of the TC’s key responsibilities is scheduling meetings and setting them on discussion apps like Zoom or Skype. Keeping track of the schedule is essential to prevent delays with the closing or adjust the deadlines if there are any bumps with the transaction along the process.
Virtual coordinators keep and organize important documents and notes from clients and other participants involved during the closings. They also ensure that additional information such as buyer/seller information, contracts, and important emails is kept safe and only brought up when needed. Additionally, they can also review e-signatures and missing documents to reduce the time for attorneys to scan the entire document.
Follow-ups include checking on the renovation and staging phase. Most contracts are filled with dates. TCs must keep track of these dates for earlier follow-up and update to avoid further delays and possible miscommunication.
During real estate transactions, a lot of sensitive information is exchanged among the people involved. TCs make sure that this information is safe and only be disclosed when requested. It ensures the agents’ integrity and gives a sense of security to clients as the process flows. Having an assistant also gives agents much time to focus on the clients, saving much time from administrative tasks.
Hiring a virtual TC, especially amidst the pandemic, helps both homeowners and agents keep in touch with one another in online transactions. Most people employ actual virtual transaction coordinators and connect through online discussion apps. But there are other AI virtual assistants like Fieldnotes’ Sparky that can help you with just your smartphones. Sparky can automatically organize your schedules and notes. No need for food or water. Just feed him with your tasks and watch Sparky do its thing.
FieldNotes Ai relieves the soul-deadening drudgery of updating a CRM, tracking transaction management, or doing any database entry. That’s because our users are happiest in front of clients, not computers. Thank you for supporting our mission at FieldNotes Ai.