Transaction Coordinator

 

Thanks for using the Coldwell Banker Elite Transaction Coordination service!  You can start the process below or scroll down to find information.  If you have any questions, please feel free to contact me at tc@cbeva.com or ext. 431.

~Laura Ellis


$250 per transaction $225 per transaction

Seller Services Buyer Services

Coldwell Banker Elite is pleased to offer our agents a transaction coordination program to assist them in providing superior service to their clients and to lessen the burden of managing the transaction.  This program will be ideal for assisting our agents and saving them from needing to hire and train an assistant.  This program allows agents to selectively submit transactions to a trained individual who will move the transaction forward and allow agents to focus on the marketing, negotiations and client services part of the transaction and relieving them of the administrative functions.

This is also a value-added service to the client, in that the agent will be seen as a professional with a team to assist them and will increase the response time to the client in a variety of ways.

Below you will find a list of frequently asked questions about the program.  If your question isn’t answered here, feel free to email tc@cbeva.com to get more answers.

Frequently Asked Questions

The Transaction Coordinator program is designed to assist agents with the administrative tasks associated with the listing or buyer transaction.  The Transaction Coordinator takes on a specific list of tasks thus freeing the agent to focus on negotiations, marketing and navigating through the transaction, while also freeing them to engage and serve new clients.

Upon Delivery of  Signed Listing Agreement

  • Create Transaction Room
  • Invite Client(s) to Transaction Room
  • Send listing agreement to broker for signature
  • Order home warranty
  • Create Listing Flyer in FlyerCO and Send to Listing Agent
    • requires agent login information
  • Upload Docs/Disclosures to MLS (pending MLS approval)
  • Send Cover Sheet to RELO (if applicable)
  • Schedule Photos and Coordinate with Client/Agent
  • Order free new listing title search from Shaheen Title
    • only applies to certain locations where records are available

Upon Ratification:

  • Upload all Documents to DTR
  • Submit Tasklists
  • Send Sales Cover Sheet to RELO (if applicable)
  • Order home warranty
  • Send Contract to Settlement Company
  • Schedule Settlement
  • Add to Updater.com and send utility reminder
    • requires agent login information
  • Send Intro Email to Buyer’s Agent with Contract
  • Send Intro Email to Client with roadmap to closing
  • Send Buyer’s Title Company Our Wiring Instructions
  • Confirm EMD Deposited
  • Confirm Loan Application made by buyer within 7 days of Ratification
  • Weekly Status Check on Buyer’s Loan
  • Check on Status of Contract with Settlement Company 2 weeks After Delivery
  • Collect HICR and upload to DTR
  • Collect Home Inspection Report and Receipts; upload to DTR
  • Confirm Appraisal and Coordinate/Notify with Client/Agent
  • Order Termite Inspection
  • Notify Agent of Deadlines:
    • Loan App
    • HICR
    • Termite/Well/Septic
    • Financial Contingency
  • Send Final Utility Reminder
  • Order HOA Docs
  • Send HOA Acknowledgement to Buyer/Buyer’s Agent
    • Only applies to HOA docs in digital format. Listing agent will be responsible for pickup and delivery of paper documents
  • Request CD from Settlement Company and Send to Client and Agent for Review 24 hours prior to Settlement
  • Send Seller’s Settlement Checklist (48 hours prior to Settlement)
  • Coordinate Walk Through(s) with Buyer’s Agent and Client
  • Add all Addenda to DTR

Upon Settlement

  • CD/Walk Through/Commission Request in DTR
  • Thank you note to Buyer’s Agent
  • CD Mailing addressed and stamped (to be mailed November 1)

 

After Ratification

  • Send Buyer Agreement to Broker for Signature
  • Upload all Documents to DTR
  • Invite Client(s) to Transaction Room
  • Submit Tasklists
  • Add client to Updater.com and send utility reminder
  • Send Sales Cover Sheet to RELO (if applicable)
  • Order home warranty
  • Send Contract and Wiring Instructions to Settlement Company
  • Schedule Settlement
  • Send Contract to Lender
  • Send Intro Email and Contract to Seller’s Agent
  • Send Intro Email to Client with roadmap to closing
  • Confirm EMD Deposited and Send Confirmation to Seller’s Agent
  • Confirm Loan Application made by buyer within 7 days of Ratification
  • Weekly Status Check on Buyer’s Loan
  • Check on Status of Contract with Settlement Company 2 weeks After Delivery
  • Collect HICR and upload to DTR
  • Collect Home Inspection Report and Receipts; upload to DTR
  • Confirm Appraisal and Coordinate/Notify with Client/Agent
  • Notify Agent of Deadlines:
    • Loan App
    • HICR
    • Termite/Well/Septic
    • Financial Contingency
  • Send Final Utility Reminder
  • Request CD from Settlement Company and Send to Client and Agent for Review 24 hours prior to Settlement
  • Send Buyer’s Settlement Checklist (48 hours prior to Settlement)
  • Schedule Walk Through 1 week prior and 1 day prior to Settlement with Agents and Clients
  • Add all Addenda to DTR

Upon Settlement:

  • CD/Walk Through/Commission Request in DTR
  • Thank you note to Seller’s Agent and Lender
  • CD Mailing addressed and stamped (to be mailed November 1)

The Transaction Coordinator program is a service to Coldwell Banker Elite agents to assist them in the cost of hiring and training a personal assistant or to augment the use of an existing personal assist.

The cost of the service is $250 for listing transactions and $225 for buyer-side transactions.  Agents pay a non-refundable $75 fee when submitting the transaction, and then the difference is deducted from the commission only when the transaction is completed.  If the transaction falls through, the agent does not the pay any more than the initial $75 fee.

In order for the program to be effective and run smoothly, the following requirements exist:

  • Agents are required to submit the documentation to the Transaction Coordinator within 48 hours of getting a listing agreement signed or ratifying a contract.
  • Agents must email all new addenda, reports, contingencies or other transaction-related documents to the TC within 48 hours of receipt and signatures.
  • Agents must be licensed with Coldwell Banker Elite during the entire transaction
  • All submissions must be digital.  TC will not scan and process documents on the agent’s behalf
  • TC will only complete those tasks which are outlined in the policy

The Transaction Coordinator will provide only those services explicitly listed in the program’s checklist.  Additionally, the Transaction Coordinator does not:

  • Meet with Clients
  • Order Home Inspection
  • Handle EMD
  • Host Open Houses
  • Assist with Short Sales
  • Any task which requires an active real estate license
Meet Laura

My name is Laura Ellis and I’m the Transaction Coordinator for Coldwell Banker Elite. Even though I work in the Downtown Office, I support agents from all offices. My job is to assist you from the very beginning of the listing or contract, all the way to close. I can handle all the administrative tasks, which will free you up to handle negotiations and market to additional clients. One of the things I like about the industry is that no two properties or transactions are the same. Every day brings a new experience.
From 2006 – 2010 I was a licensed Realtor. After that, I went on to be an assistant to a top-producing Realtor for two years. There are so many details to keep track of during a transaction. I have checklists and timelines for every transaction and will send you reminders for key dates such as, the home inspection, appraisal and financing deadlines.
My background is in marketing and real estate, both of which have taught me that communication is key. You and your clients will know what has been done and what needs to be done the entire time. If you have a question, I’m always reachable by phone, text or email.
When I’m not at work, I love to visit wineries with my husband Brian. I also love to spend time at the beach with our two children Tristan and Maddy. We live in Spotsylvania County with our dog Jax.

Please call me and we will work something out so that we can accommodate your client.

If you go on vacation or are sick, I will continue managing your transaction as usual. I cannot perform any duties of an active real estate agent, so I cannot cover your files for you beyond my normal administrative role. If you leave town or will be unable for me to reach, please leave me with a point of contact so that we can continue moving your contracts towards closing.

Call me! Text me! Email me!

I am here to help. We can set up a meeting so that I can show you how to use the submission form, I will walk you through it over the phone, or otherwise accommodate so that we can get started on your transaction.

If your contract falls through, you are not charged the remaining balance for use of the Transaction Coordinator. The $75 you were originally charged is nonrefundable. I do not process Void contracts, so once it has fallen through, please notify me so that I can stop moving it towards closing, and you can take over to void it out.

When I receive your contract, I will send you a confirmation email. In that email will be a list of all the duties and tasks I will be performing throughout the process.

Additionally, I will copy you in on every email I send and if I am contacted via phone, I will notify you of all correspondence. You will receive constant updates about what I am doing so that you know it is all taken care of.

Load More

X
X
X