Bringing a virtual assistant into your real estate workflow can be a game-changer, especially when it comes to handling time-consuming tasks like transaction coordination. But to get the most value, onboarding your new transaction coordinator properly is critical. When done right, onboarding builds confidence, efficiency, and alignment with your processes from the start.

Begin by outlining what your transaction coordination process looks like. Define their daily, weekly, and monthly responsibilities clearly, whether it’s preparing disclosures, coordinating with agents and lenders, or managing deadlines.

Avoid information overload by using a simple onboarding checklist. Clarify your preferred methods of communication, task prioritization, and how success will be measured. This gives your real estate virtual assistant the structure they need to thrive.

Your transaction coordinator needs access to the tools that power your real estate deals. This includes platforms like Dotloop, DocuSign, Trello, Google Drive, and your CRM. Take time to walk them through each tool and how it’s used in your unique process.

Using a password manager helps you securely grant access while keeping sensitive data safe. Make sure they know how to log activity or updates in real time so nothing slips through the cracks.

A huge part of transaction coordination is about consistency. Providing templates—like standard email communications, contract checklists, and task timelines—saves time and helps maintain professionalism.

If you don’t already have templates, now’s a great time to build a few with your virtual assistant. Doing this during onboarding ensures they’ll know exactly how you want tasks executed from the beginning.

A written or video-based training guide makes onboarding repeatable and scalable. Walk your VA through a mock transaction from start to finish. Highlight your process for opening escrow, handling contingencies, communicating with clients, and finalizing deals.

Training them with real-life examples and giving feedback along the way prepares your online transaction coordinator for a smoother transition into actual workflows.

Frequent check-ins are key to catching misunderstandings early and encouraging open communication. Start with daily or every-other-day touchpoints in the first two weeks. Move to weekly as your real estate virtual assistant becomes more confident.

This is also a great time to encourage feedback. They may identify bottlenecks or bring ideas from past experience that could streamline your workflow.

Set short-term goals for your virtual assistant, such as handling a portion of a transaction independently by the end of week two or completing a checklist without supervision by week four. Clear milestones give them something to work toward and help you evaluate progress without micromanaging.

Don’t forget to celebrate their wins—it keeps morale high and builds loyalty.

Let your virtual assistant see how their work fits into your business goals. When a transaction coordinator understands how their tasks impact client satisfaction, agent productivity, and your brand’s reputation, they take ownership of their role.

Remind them that their success helps you grow your business, and that you’re invested in theirs too.

As you refine the onboarding process, document everything—from workflow procedures to file naming conventions. This makes future onboarding easier if you bring on more support or need a backup virtual assistant.

Having a clear SOP (Standard Operating Procedure) not only boosts consistency but also strengthens your overall transaction coordination services.

A well-planned onboarding process is your first step to building a productive, professional, and reliable relationship with your transaction coordinator. With the right tools, expectations, and support, your virtual assistant can quickly become an essential part of your real estate operations.