California Transaction Coordinators - New Agent Handbook

TRANSACTION COORDINATION New Agent Guide

TABLE OF CONTENTS

01

02

List of Services

Full Service - Listing Files

03

04

Full Service - Escrows

05 Escrow Worfklow

Listing Workflow

06 Items Best Handled by Agents

07

08

FAQ'S

Meet the Team

LIST OF SERVICES Full Service Transaction Coordination

Disclosure Package Assembly (A la Carte)

DocuSign Pre-emptive Buyer Disclosure Packages (A la Carte)

File Clean Up + Upload (A la Carte)

1

FULL SERVICE TRANSACTION COORDINATION

LISTINGS Review Listing Documents Audit Listing Agreement for completion & proper execution Check broker requirements for any additional required listing documents that the agent may have missed & send for signatures

Open-Pre Escrow Request Preliminary Report Cross Check the owner names on the Prelim with the Listing Agreement

Set up Broker File Upload executed Listing Documents

Disclosure Package Creation Pull all disclosures for Seller execution C.A.R. Disclosures/Local Disclosures/Broker Disclosures Order Reports (that don't require scheduling) Order HOA Documents DocuSign all items to Sellers Deliver clean & organized Disclosure Package 2

FULL SERVICE TRANSACTION COORDINATION ESCROWS Review Purchase Documents Audit Purchase Agreement for completion & proper execution

Open Escrow Follow-Up with Initial Deposit Follow-Up with Increased Deposit (if any)

Prepare Escrow Timeline/Intro Email Email to Other Side & Escrow Team

Set Up Broker File Upload all Purchase Documents

Disclosure Package DocuSign to Buyers Ensure Disclosure Package is received & signed per contract timeline

Contingency Removals Ensure contingencies are removed per contract timeline and/or request Ext. of Time

Order Home Warranty File Review Minimum of 3 thorough reviews throughout the transaction Send File Review Emails to Agent & Other Side Follow-Up on all missing items

Close Out File Upload all transaction documents to broker file by COE Provide Closed File Link within 24 hours of COE

3

LISTING WORKFLOW 1 2 3

Listing Agent forwards TC the executed Listing Agreement TC sends Listing Agent listing/disclosure questions

Listing Agent provides answers to listing questions

4

TC Sets Up File including uploading listing

5

TC sends Seller(s) an Intro email explaining

6

TC sends Seller(s) "hi-touch" & "boilerplate"

7 8 9 10

docs to Broker File

the disclosure process

disclosures for execution/signatures

TC orders reports as needed

TC compiles disclosure documents as they are complete and/or become available

TC diligently follows up on outsanding items

TC provides Listing Agent with a Disclosure Package link and lists any outstanding items

4

ESCROW WORKFLOW 1

Agent forwards TC the executed Purchase Agreement

2

Agent provides escrow & buyer contact information (as applicable)

3

TC reviews the Purchase Agreement to

4

TC sends Intro/Timeline email to the other

5

TC sets up file & uploads Purchase

6

TC follows up and/or sends out Buyer

7 8 9

ensure accuracy & completion

side and escrow team

Documents to Broker File

Disclosure Package for signatures

TC follows up on Contingency Removals

TC reviews the file throughout the escrow process & follows up on missing items

TC provides Closed File Link after COE

5

ITEMS BEST HANDLED

BY AGENTS

DRAFTING CONTRACTS / CONTRACT DOCS

DISCLOSURES EXPLANATION TO CLIENTS

Due to the nature and liability around

Due to the nature and liability around

Agency Representation & an Agent's Due

disclosure requirements, we don't engage

Diligence, we do not get involved with

with clients around disclosure questions

drafting, negotiating, and sending

and do not provide guidance around the

contracts for signatures.

content of disclosure documents. We will always defer these questions to the

SCHEDULING INSPECTIONS

agent. However, we are more than happy to assist/troubleshoot questions around

It's most efficient for the agent to order

filling forms electronically, or any of the

any/all inspections that require

transaction platforms we use.

scheduling logistics.

FOLLOWING UP WITH THE LOAN/FINANCING STATUS

SENDING ESCROW PAPERWORK FOR SIGNATURES

We like to focus on what we do best-

For liability reasons, we don't send out

transaction coordinating! We follow-up on

paperwork to your clients on behalf of the

all the file paperwork and documents, but

Escrow Company. Documents generated

do not get involved with the lenders and

from Escrow & Title Companies should be

loan processing aspect of the transaction.

coordinated on their end.

COMMISSION DEMANDS For liability reasons we don't fill out Commission Demands on behalf of the agents.

6

FAQ'S 01

02

WHY SHOULD I CHOOSE SAN FRANCISCO TRANSACTION COORDINATORS?

ARE YOUR PRICES COMPETITIVE?

When we say, professional and experienced transaction

Our fees are very competitive and reflect our expertise

coordination, we mean it! Whether you are a seasoned

and commitment to excellent service. We have found

agent, a part-time agent, or a brand new, less

that poor transaction management and lack of

experienced agent, we can assist with all your

experience can have a very high cost. When all fees are

transaction support needs. We approach transaction

considered, we are actually less expensive than most

support services as an important and crucial business

companies around.

aspect for real estate agents. We are not doing our job if we do not make your transaction easier, organized, and fully compliant.

03

04

WHAT KIND OF EXPERIENCE DO YOUR TRANSACTION COORDINATORS HAVE?

HOW DO I SUBMIT A NEW FILE?

We firmly believe experience is the most valuable asset.

All of our Transaction Coordinators have at least 2 years TC experience & are licensed or C.A.R. Certified Transaction Coordinators. Our primary expertise is in the residential sector. However, we also have experience dealing with multi-unit, commercial, and land properties.

Submitting a file is super easy! Just forward your ratified Listing Agreement or Purchase Contract to

tc@california.tc and your designated Transaction Coordinator will reach out to you within 2 business hours.

We use a shared inbox, so no matter who your assigned Transaction Coordinator is for any given file, the email will always remain the same.

05

06

WHAT ARE YOUR BUSINESS HOURS?

HOW DO I CONTACT MY TRANSACTION COORDINATOR?

Our hours of operation are Monday – Friday 9:00 a.m. –

Our Transaction Coordinators can be reached Monday-

5:00 p.m

Friday 9:00 a.m. – 5:00 p.m. While we prefer email communication they can always hop on a call if needed.

07

08

WHAT ARE THE TURNAROUND TIMES?

HOW ARE FEES PAID?

During a transaction, time is of the essence and we don’t

Fees are due at close of escrow.

take that lightly. During operating hours, we monitor and

We accept most forms of

respond to all emails within 1-2 hours. We schedule file

payments including online credit

audits 3-5 business days from the time the fully signed

card, payment apps, and ACH

Disclosure Package is received, however, this can be

payment.

adjusted based as needed if a file is time sensitive.

09 WHAT HAPPENS IF.A FILE IS CANCELED? If you don’t get paid, neither do we! We will never charge a fee for a cancelled file. We understand this is a part of our industry and only get paid if the escrow closes.

7

MEET THE TEAM JUSTINA ORTIZ

IRENE MARQUEZ

Co-Founder & Team Lead

Co-Founder & Team Lead

Justina has been in real estate for over 18 years. Her

Irene has been in the real estate industry since 2005.

career began as a Loan Processor which eventually

She started out working as an admin assistant while in

pushed her to pursue a real estate license and between

college for a San Francisco boutique brokerage. She

2004-2007 she worked as a loan and sales agent.

would go on to help start-up a new brokerage, manage all the operations for the firm, and eventually become a

When the downturn began and real estate took a major

partner.

hit, Justina adapted to the changing market while realizing that she enjoyed creating order out of chaos

After 10 years, she decided she wanted to focus on

and as a result, found her calling as a Transaction

establishing her own business. Combining her acquired

Coordinator.

real estate knowledge and strong operations skill set, she began working on creating an Independent

Given Justina's background in sales, her approach has

Transaction Coordinating Company.

always been to treat clients and transactions as her own. She understands the importance of timelines,

Along the way she assumed a new role managing the

organization skills, and constant communication-- and

Transaction Department for the largest independent

ensures the team is trained and able to manage files

brokerage in the East Bay. She enjoyed working with top

with the same efficiency and professionalism that

notch Real Estate professionals but during the

allowed her to grow her clientele and business.

pandemic, she realized she yearned to go back to her own TC Business and fully focus on that.

Justina continues to work alongside the team and ensure quality control across all files while

Irene continues to enjoy working alongside the team

simultaneously focusing on expanding the company.

and looks forward to ongoing company growth.

CHRISTIE AYRES

EMILY RIOS

Transaction Coordinator

Transaction Coordinator

Christie's background comes from the court reporting

Emily is a real estate licensed Transaction Coordinator

industry where she worked for nearly 20 years. She

with a background in real estate sales. She understands

decided to start fresh on a new path in real estate and

the real estate process thoroughly, which allows her to

in 2019, she joined our team. Her experience working

approach transaction coordinating with the efficiency &

with attorneys and deadlines has provided her with the

urgency that time sensitive files require. She remains

sense of urgency required to fit in this highly demanding

calm and collected in the midst of tight deadlines &

field. Christie has become a huge asset to the team

high file volume. We are lucky to have her on the team!

and we are glad to have her on board!

DONNA POPOCA Junior Transaction Coordinator Donna joined the team in 2021 as the company began to experience significant growth. She is a real estate licensed assistant and has been crucial in assisting with our Disclosure Packages as well as providing support to the team on all of the files. We are happy Donna joined the team and look forward to growing with her.

8

GET IN TOUCH If you'd like to get in touch with a manager, feel free to reach out!

Justina Ortiz 415.533.3075 justina@california.tc

Irene Marquez 415.533.0813 irene@california.tc