Transaction Coordinator vs. Virtual Assistant: Which Should a Florida Agent Hire First?

What each one actually does, what each one costs, and an honest way to decide. Including when the answer is both.

Broadwell Management 8 min read
Florida real estate agent reviewing transaction paperwork with an assistant
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The short answer

A transaction coordinator gets a deal from contract to closing. A virtual assistant keeps the rest of your business running. If deals are slipping after contract, start with a TC. If leads and admin are eating your week, start with a VA. Most agents closing a few deals a month end up needing both.

  • ✓TC: one deal at a time, usually paid per transaction.
  • ✓VA: daily work across your whole business, usually paid by the hour.
  • ✓At five deals a month, per-deal TC fees alone can top $2,000.

What a transaction coordinator does

A TC picks up the file once a contract is signed and keeps it moving until closing. Their job is the deal, not your business.

  • —Logs every contract date: inspection, appraisal, financing, closing
  • —Collects disclosures, addenda and signatures
  • —Keeps title, the lender and the other agent updated
  • —Gets the file broker-ready before closing

What a virtual assistant does

A real estate VA handles the ongoing work that keeps leads coming and your days organized. It isn't tied to any one deal.

  • —Replies to new leads and runs follow-up
  • —Keeps your CRM current
  • —Enters listings in the MLS and schedules showings
  • —Manages your inbox, calendar and social posts

Side by side

The simplest way to tell them apart: a TC protects the deals you already have. A VA helps you get and manage the next ones.

Transaction coordinator

Focus
Contract to closing
Usually paid
Per transaction
Typical cost
$300–$500 per deal
Best when
You have deals under contract and dates are slipping

Virtual assistant

Focus
Daily business tasks
Usually paid
By the hour
Typical cost
Varies by hours and experience
Best when
Leads, listings and admin are eating your week

The per-deal math

Per-deal pricing feels cheap on your first closing. It gets expensive as you grow, because the fee rises with every deal.

1 deal a month$300–$500
3 deals a month$900–$1,500
5 deals a month$1,500–$2,500
Plus a VA for everything else+ hourly

That's two bills, two people to manage, and nobody responsible for the handoff between "new lead" and "under contract." Our Contracts & Paperwork service covers that gap.

Which to hire first

Look at where things are breaking right now.

If deadlines are slipping after contract
Start with a transaction coordinator.
If leads sit for hours and admin fills your evenings
Start with a virtual assistant.
If you're closing a few deals a month and both are true
You need both. Get them in one place.

Both jobs, one flat rate.

Broadwell covers transaction support and daily admin together: contract deadlines and documents, plus lead follow-up, MLS entry and scheduling. One Florida team, one monthly price, no per-deal fees.

See pricing → Book a free call
2-week money-back guarantee

What to check before hiring in Florida

  • ✓
    Do they know your contract?
    They should know the FAR/BAR forms and how Florida deadlines are counted.
  • ✓
    Do they know your MLS?
    Stellar, BeachesMLS and Miami MLS each have their own rules and fields.
  • ✓
    What are they allowed to do?
    Unlicensed help can do admin work, but not licensed activities like negotiating or showing property. See our Florida unlicensed assistant checklist.
  • ✓
    How do they access your systems?
    Look for shared-vault access and an MLS assistant login, never your personal passwords.

Common questions

What's the difference between a TC and a VA?

A transaction coordinator manages a deal from contract to closing. A virtual assistant handles day-to-day work that isn't tied to one deal, like lead follow-up, CRM updates, scheduling and marketing.

How much does a transaction coordinator cost?

Independent TCs typically charge about $300 to $500 per transaction, so the cost rises with every deal you close.

Should a newer agent hire a TC or a VA first?

If deals are slipping between contract and closing, start with transaction support. If leads and admin eat your week before you ever reach a contract, start with a VA.

Can one team do both jobs?

Yes. A back-office team can track contract deadlines and documents while also handling lead follow-up, MLS entry and scheduling, usually for one monthly rate.

Does a TC need a license in Florida?

Unlicensed coordinators can do administrative work, but not licensed activities like negotiating or showing property. Check with your broker on exactly what any hire may do.

Pricing ranges are typical market rates and vary by provider and market.