Real Estate Transaction Coordinator Services
A lead answered in an hour was already claimed in the first ten minutes.
We staff lead response, showing coordination and the file from contract to close with people trained on how a real estate team runs, so agents spend the day with clients, not paperwork.
Sound familiar?
The friction we hear most.
Speed to lead is measured in minutes, not hours
A new lead converts with whoever calls back first, and an agent mid-showing cannot pick up the phone the moment the enquiry lands.
Two showings want the same Tuesday afternoon
Coordinating showings across buyers, sellers, cooperating agents and lockbox access eats an hour of scheduling for every hour actually spent showing property.
Contract to close is a paperwork marathon nobody owns
Inspection windows, disclosures and lender conditions all carry their own deadline, and without someone dedicated to the file, one of them gets missed.
The past-client database never gets called
The list of past clients that would generate the next referral sits untouched, because whoever should be calling it is out showing houses instead.
Who joins your team
Roles we staff.
Inside Sales Agent
Responds to new leads within minutes, qualifies the enquiry and books an appointment with the agent before it goes cold.
Showing Coordinator
Schedules and confirms showings across buyers, sellers and cooperating agents, and manages lockbox access for every appointment.
Transaction Coordinator
Manages the file from contract to close: inspection, appraisal, disclosure and lender deadlines all tracked in one place.
Database & Referral Outreach Specialist
Works the past-client and sphere-of-influence list for repeat and referral business the agents never have time to chase.
Day to day
What they handle, every day.
- Respond to new inbound leads within minutes and qualify before handing to an agent
- Schedule and confirm showings across buyers, sellers and cooperating agents
- Coordinate lockbox codes and showing instructions ahead of each appointment
- Track contract-to-close deadlines: inspection, appraisal, disclosure and financing dates
- Chase outstanding disclosures, inspection reports and lender conditions
- Work the past-client and sphere-of-influence list for repeat and referral business
- Field sign-call and open-house enquiries and route qualified buyers to an agent
- Update the pipeline stage in the CRM after every showing and call
- Confirm closing dates and coordinate walkthroughs with all parties
- Send listing and showing feedback requests after every appointment
- Hand off the day's open leads and showings to morning staff
The handoff
Where AI stops. Where we start.
Automation is genuinely faster at the first, predictable touch — that part is not in question. What follows is the moment it runs out of road, and a trained person picks up with the context already in hand.
A lead fills out a form for a listing at 9pm
Where AI stops
An auto-responder replies within seconds, answers the basic questions about the listing and offers a showing time before the lead has closed the tab. It cannot tell a lead who is ready to buy this quarter from one who was just browsing, or notice when the reply reads too much like a script to keep the conversation going.
What our team does
Picks up where the instant reply leaves off, qualifies what the lead actually wants, and keeps the conversation alive long enough to book a real showing with the agent.
Two buyers want to see the same house on the same afternoon
Where AI stops
A scheduling system checks the calendar and the lockbox log and offers the next open slot without a moment's hesitation. It cannot judge which buyer is more likely to make an offer today, or read that one of them will walk if they are not shown first.
What our team does
Weighs which showing matters more and works the schedule around it, then tells the agent exactly why the call was made that way.
An inspection report comes back with repair requests
Where AI stops
A system logs every item on the request and flags the contract's response deadline without missing one. It cannot judge which repair items are a real problem, which are a negotiating tactic, or what the seller can actually live with.
What our team does
The agent negotiates the response using judgment a report can't supply; the team makes sure every deadline and document behind that negotiation is already handled.
A past client from three years ago is due a check-in call
Where AI stops
A system surfaces the contact on schedule and can send a note that reads perfectly fine. It cannot tell from a text reply whether that client is quietly ready to sell, or catch the throwaway line that means they actually are.
What our team does
Makes the actual call, listens for what a text can't catch, and passes real interest straight to the agent before a competing agent's postcard gets there first.
Outcomes
What changes.
Time to first response on a new lead
Sign-calls sent to voicemail
To full handover
What this could save you
Put a number on it.
The outcomes above are what changes operationally. Here's what a role like this is worth in dollars at Real estate teams.
What this could save you on Real estate teams
Move the numbers to match the role you're costing. The totals below update as you type — no email needed.
US cost, all-in
$66,529/yr
GH cost, all-in
$20,800/yr
Annual saving
$45,729
68.7% lower than staying in-house
Full itemised breakdown
See the six line items that make up the US-side total — payroll tax, benefits, paid leave, equipment, and recruiting — for the numbers above.
No sales call. We'll just send the same breakdown to your inbox.
Every assumption this rests on
These are conservative public US averages — employer payroll tax, benefits load, paid leave, and the rest — not GH Business Solutions' own measured figures. They're disclosed here in full so you can check the arithmetic yourself rather than take our word for it.
| Assumption | Value |
|---|---|
| Employer payroll tax | 9.15% |
| Benefits load | 25% |
| Paid leave | 20 days |
| Workstation and software | $1,500 |
| Cost per hire | $4,000 |
| Annual turnover | 30% |
| GH rate | $10.00 per billable hour (our range is $9-$10 — we cost the top of it here) |
Ready to talk specifics?
Tell us what's piling up. We'll tell you exactly what we would take off your desk.
Getting started
Two weeks, start to finish.
Week one
We map your workflow
A dedicated team lead learns your systems, protocols and escalation rules before anyone takes a live call or opens a live ticket.
Week two
Supervised live coverage
Your new team works real calls and real tasks alongside your staff, with a safety net until every handoff is clean.
Full handover
Coverage runs on its own
By the end of week two the team runs independently, with reporting you can review each morning rather than a queue you have to check.
Compliance & data handling
Built to be trusted with what matters.
- Team performs administrative work only; no activity that requires a real-estate license
- State rules on unlicensed assistant activity followed by role and by state
- Confidentiality of client and transaction information
- Data residency and retention rules set by your brokerage
Related services
Common questions
Before you ask.
How fast can a new lead actually get a response?
Within minutes during the hours you set, because a person is dedicated to answering rather than fitting lead response between showings. The lead is qualified and a showing or call booked with the agent before it has a chance to go cold.
Can the team negotiate on our behalf or advise a client?
No. The team handles the administrative side: scheduling, follow-up, paperwork and status updates. Anything requiring a real-estate license, including negotiation, pricing opinion or advice to a client, stays with your agents.
Who coordinates the file from contract to close?
A dedicated transaction coordinator tracks every deadline, inspection, disclosure and lender condition from the day a contract is signed to the closing table, and flags anything at risk before it becomes a missed date. Your agent still makes every decision on the file.
Will past clients know it is not the agent calling?
The outreach is framed as coming from your brokerage, follows the relationship-building approach you set, and never reads as a generic script. The agent picks up personally the moment there is real interest to work.
Can the team work inside the systems and CRM we already use?
Yes. The team works inside whatever CRM, transaction-management and scheduling tools you already run, using logins you issue and permissions you set. Nothing is migrated and no new platform is introduced.
How quickly can lead-response coverage start?
Two weeks is typical. The first week maps your lead sources, scripts and showing logistics and trains the team on them. The second runs live coverage supervised alongside your staff before full handover.
Lead-response bots reply in seconds now — do we even need a person on this?
A bot replying in under a minute genuinely beats what most teams manage on their own, and there's no case for arguing otherwise. But speed to the first message is not what turns a lead into a closing — it is the conversation after it, where a real person figures out what the lead actually wants and keeps them engaged instead of letting them go quiet. That is the part that still needs a person, every time.
Also in professional services
We staff the same half of the work here.
Ready to see this running in your business?
Tell us what's piling up right now. We will tell you exactly what we would take off your desk.
Talk to us