Thinking about hiring a Transaction Coordinator in Texas? Learn exactly what TCs can and can’t do under TREC guidelines, why licensing matters, and how Capital City Coordination ensures full compliance while helping agents scale their business with confidence.
Why Every Texas Realtor® Should Understand TC Compliance
If you’re a busy Realtor juggling multiple contracts, emails, and compliance deadlines, a Transaction Coordinator (TC) can be your best asset. But before you bring one onto your team, it’s essential to understand what they’re legally allowed to do in Texas under the Texas Real Estate Commission (TREC) rules.
At Capital City Coordination, we specialize in licensed transaction coordination for Texas real estate agents and we operate 100% within TREC’s compliance standards. Our coordinators are licensed professionals who handle your contract-to-close process seamlessly, so you can focus on growing your business.
Let’s break down the key differences between licensed and unlicensed TCs, what’s permitted under TREC guidelines, and how to use this partnership to your full advantage.
What Is a Transaction Coordinator in Real Estate?
A Transaction Coordinator manages the administrative side of your real estate deals, everything that happens between “under contract” and “closed.”
From verifying signatures to sending executed copies to title, a TC helps you stay compliant and organized so you can deliver a smooth experience to your clients.
At Capital City Coordination, our licensed TCs handle every detail of the transaction with precision, keeping you and your clients informed every step of the way.
Common tasks your TC may handle:
- Drafting and routing documents (under your direction)
- Tracking important dates and contract milestone deadlines
- Communicating with title, lenders, and co-op agents
- Organizing and uploading compliance documents
- Following up on signatures and ensuring executed copies are distributed
Licensed vs. Unlicensed Transaction Coordinators in Texas
One of the biggest sources of confusion among agents is whether a TC must be licensed.
Here’s what TREC allows:
- Unlicensed Transaction Coordinators can perform administrative duties such as drafting or routing documents, but only under the clear direction of a licensed agent.
- Licensed Transaction Coordinators, on the other hand, bring a higher level of expertise and accountability. They understand TREC contracts, know how to manage compliance, and can communicate confidently with all parties involved.
While both types of coordinators are permitted in Texas, working with a licensed TC means you get an extra layer of professionalism and knowledge, critical when your reputation and license are on the line.
What TREC Rules Actually Allow: Drafting and Routing Forms
Many Realtors are surprised to learn that TREC allows a TC to draft and route TREC and TXR forms, as long as it’s done under the direction of a licensed agent.
Here’s a real-world example:
“Hey, can you extend the closing date for 123 Greenbriar Drive to October 24th to meet the lender’s needs?”
Your TC can:
- Draft the appropriate amendment.
- Send it to you for review and approval.
- Route it to clients and co-op agents for signatures.
- Track the executed version and distribute it to title, the lender, and your clients.
✅ This is fully compliant, as long as it’s initiated at your direction.
At Capital City Coordination, our coordinators follow this exact workflow every day to maintain full TREC compliance while keeping your transactions moving forward efficiently.
What a Transaction Coordinator Cannot Do in Texas
TREC’s rules are clear about the boundaries of what unlicensed (and even licensed) assistants can’t do unless they are the representing agent on record.
Here’s what falls outside a TC’s responsibilities:
🚫 Negotiate terms or prices with clients or co-op agents
🚫 Provide legal or contractual advice
🚫 Set deadlines or determine contract terms
🚫 Present or interpret offers to clients
🚫 Host open houses or handle client showings
If the task involves judgment, negotiation, or representation, that’s your role as the licensed agent.
If it’s administrative or procedural, your TC can handle it, helping you stay compliant, efficient, and stress-free.
Why Working With a Licensed Texas TC Is the Smart Choice
Even though TREC allows unlicensed assistants to help with paperwork, there are huge advantages to partnering with a licensed transaction coordinator.
Here’s why top-producing Texas Realtors prefer licensed TCs:
- Legal and procedural knowledge
Licensed coordinators understand Texas real estate contracts, deadlines, and legal structure, reducing the risk of costly mistakes.
- Professional communication
A licensed TC can speak confidently with lenders, title reps, and co-op agents, ensuring your transactions stay on track without confusion.
- Accountability
Licensed coordinators operate under TREC’s same code of ethics and professional standards as agents, which protects your business and your clients.
- Seamless integration with your workflow
At Capital City Coordination, every coordinator is trained in your brokerage’s compliance systems (Command, Dotloop, Skyslope, Custom platforms, & more), ensuring every file is submitted perfectly and on time.
How Capital City Coordination Keeps You TREC-Compliant
Even though our coordinators are licensed, we still adhere strictly to TREC’s “Use of an Unlicensed Assistant” guidelines.
Here’s how we stay compliant while delivering exceptional service:
- We act only at your direction.
No forms are drafted or sent without your instruction. - We copy the agent on all communication.
Transparency is built into every transaction. - We never give legal advice.
Our job is to facilitate, not interpret documents. - We maintain a complete audit trail.
Every step is documented for your protection and your broker’s peace of mind.
This meticulous process means you can trust that your files meet every TREC standard, without the stress of micromanaging each detail.
The Business Impact: Why Agents Rely on TCs to Scale
A Transaction Coordinator isn’t just a paperwork processor, they’re your leverage.
When you delegate administrative and compliance work to a trusted TC, you gain time, focus, and consistency.
Here’s how agents benefit:
⏰ More time to sell and prospect
Instead of chasing signatures, you can focus on showing homes and meeting new clients.
📄 Fewer errors and missed deadlines
Every file is monitored for accuracy, ensuring option periods and amendments are handled correctly.
💬 Better communication with clients
Your clients stay updated, and your business looks polished and professional.
📈 Scalable growth
With a TC, you can confidently manage more transactions without burning out or dropping the ball.
Example: Extending a Closing Date the Right Way
Imagine you need to extend a closing date for your listing at 123 Coordination Drive.
Instead of spending your afternoon creating an amendment, tracking signatures, and distributing documents, you simply email your TC with the new date.
Your coordinator drafts the amendment, sends it for your approval, routes it for signatures, and makes sure everyone, title, lender, co-op agent, has a copy of the executed version.
By the end of the day, it’s done.
You’ve stayed compliant, saved time, and kept the deal moving all without missing a beat.
That’s the difference a licensed, TREC-compliant Texas Transaction Coordinator makes.
Why Realtors Are Often Surprised by TREC’s Rules
Many Texas Realtors assume that drafting or sending forms requires a license. The truth? TREC’s own article clarifies that unlicensed assistants can prepare and route documents under the direction of a licensed agent.
What matters most is who’s making the decisions, not who’s clicking “send.”
TREC’s structure empowers you to get help where you need it most while ensuring client representation remains under your authority.
It’s a win-win: more efficiency, less liability.
Partner with Capital City Coordination: Licensed, Trusted, and Compliant
At Capital City Coordination, we provide Texas Realtors with fully licensed, TREC-compliant Transaction Coordinators who bring clarity and consistency to every deal.
Our three-member support structure ensures:
- No gaps in communication
- Seamless Service, even during vacations or time off so you never experience disruptions.
- Dedicated coordinator, supported by two additional team members.
We don’t just help with compliance, we help you grow your business with confidence.
Final Thoughts
Hiring a Texas Transaction Coordinator is one of the smartest ways to scale your business, as long as you understand the legal boundaries.
When you partner with Capital City Coordination, you gain more than just an assistant, you gain a licensed professional that becomes an extension of your team who knows TREC compliance inside and out, ensuring your transactions are handled with precision and care.
💼 Ready to work smarter?
📅 Schedule a consultation today
🌐 Learn more: www.capitalcitycoordination.com
Reference:
TREC – Use of an Unlicensed Assistant
Follow us on Social Media
