Transaction Coordination
$395per transaction
Executed contract to closing, buyer side or seller side.
Submit a ContractTransaction and listing coordination · Sarasota, Florida
Your contract is signed. Every date, document and follow-up from here to closing is handled.
Flat-fee transaction and listing coordination for Sarasota agents, run by a licensed REALTOR® who knows exactly what a missed deadline costs.
Services and pricing
Simple, flat, per file.
No retainers, no minimums and no monthly fees. You hand me a file, and the fee is a flat rate due no later than closing.
Listing Coordination
$375per listing
Signed listing agreement to a launch-ready listing package.
Submit a ListingDual Sides
$595per transaction
One coordinator for both the listing side and the buyer side of the same transaction.
Submit a ContractList-to-Close
$595per listing
Listing Coordination and Transaction Coordination on one file, start to finish. Saves $175.
Submit a ListingIncluded on every transaction
Transaction Coordination, buyer or seller side
- Contract review for signatures, initials, dates, addenda and the forms your brokerage requires
- Custom deadline calendar built from your executed contract, with reminders to you
- Introduction emails to every party, plus a group text to you and your client
- Intake request to your client for title
- Follow-up with lender, title, inspector, appraiser, HOA and the other agent until each date is met
- Addenda prepared on approved forms for your review. Nothing goes out without your approval
- Inspection and appraisal appointments confirmed to you and your client
- Repair request status tracked. Negotiation stays with you
- HOA and condo applications and documents tracked through approval and estoppel
- Estimated closing statement requested from title once the inspection period clears
- Walkthrough and closing scheduled, utility transfer instructions sent
- Commission disbursement authorization sent to title
- Brokerage compliance file managed through closing
Buyer side also: deposit confirmed, loan application, appraisal and commitment followed to completion, insurance binder confirmed, closing disclosure timing confirmed with the lender. Seller side also: title commitment and review deadlines tracked, payoff information requested, buyer loan milestones reported to you.
Included on every listing
Listing Coordination, listing agreement to launch
- Listing agreement reviewed for accuracy and completeness
- Seller introduction email with timeline, document list, survey and photo-prep instructions
- Required seller disclosures sent for signature
- HOA or condo procedures, rules and application requirements gathered
- Permit check, with open or expired permits flagged and closeout started
- Photography and staging appointments scheduled
- Yard sign ordered, where your brokerage's vendor arrangement allows
- Complete listing package prepared and ready for MLS entry: ordered photos, remarks draft, disclosures and data sheet
- FAQ sheet and Features and Upgrades sheet
- Showing instructions written up and ready to enter
A note on MLS entry. I prepare everything the listing needs, ready to enter. MLS entry itself stays with you or your office.
Payment
Due no later than closing. Paid through your commission disbursement authorization on the settlement statement, or directly by you.
If the deal does not close
A flat $125 applies when a file is opened and the transaction does not reach closing. The full fee is charged only on files that close.
Service agreement
You sign one short service agreement before your first file. It covers each file you send after that.
How it works
Three steps. Then you can stop thinking about it.
Submit the contract
Use the form below. It takes about two minutes. Add me to your transaction platform, or send the documents when I reply.
I build the file
A custom closing checklist, every deadline on the calendar, and introduction emails to every party, out within 3 business hours.
I run it to closing
Lender, title, inspector, HOA and the other agent all get followed up. You get a written status update each week and a clean file at the end.
Why agents hand files to a coordinator
Every hour spent chasing a lender or checking whether a disclosure got signed is an hour not spent in front of a client. You keep the client relationship and the negotiation. I keep the paper moving.
Deals rarely die over price once the contract is signed. They get into trouble over a missed date, a missing initial, or a lender nobody followed up with. This business exists to prevent those three things.
I handle
- Deadline tracking and reminders
- Forms, addenda and compliance uploads
- Scheduling and confirming appointments
- Follow-up with every party on the file
- Weekly written status updates
You keep
- Negotiating price, terms and repairs
- Legal advice and contract interpretation
- Approving and sending documents
- Client advice and representation
Also not included: drafting original contract language, creating e-signing or compliance profiles in your name, third-party scheduling beyond the services listed (contractor repairs, movers), and after-hours or standing calls unless a file needs them.
About
Thirty years of making complicated operations run on time.
I'm Shane Lewis, a licensed Florida REALTOR® with Michael Saunders & Company in Sarasota. Before real estate, I spent 30 years in technology and operations leadership. The job was the same one a transaction coordinator has: take a process with many moving parts and many parties, and make sure nothing falls through the cracks.
I've lived in Sarasota since 1976. When I came into real estate about three years ago, I learned fast that a signed contract is where the real work starts. Because I'm a working agent, I know what a closing looks like from your side of the table, what your brokerage's compliance team expects in the file, and what your client is thinking at every stage.
What guides the work
Reputation is the only asset that matters in this business. Yours is on the line in every file I touch, and I treat it that way.
OrganizedOne checklist per file, built from the executed contract.
DetailedEvery signature, initial and date checked against the contract itself.
On TimeYou hear about a problem the day it appears.
Credentials
- Licensed Florida REALTOR®, Michael Saunders & Company
- Accredited Buyer's Representative (ABR)
- Certified Waterfront Specialist (CWS)
- Ninja Selling practitioner
- Sarasota resident since 1976
FAQ
Questions agents ask.
What does it cost, and when do I pay?
Transaction Coordination is $395 per transaction. Listing Coordination is $375 per listing. Dual Sides and List-to-Close are $595. Payment is due no later than closing. You can pay directly, or I can be paid through the settlement statement as a deduction from your commission.
Do I lose touch with my client?
No. You are copied on every email. Your client is introduced to me as your coordinator, and the relationship stays yours.
What if the deal falls through?
A flat $125 applies when a file opens and the transaction does not reach closing. The full fee is charged only on files that close.
Are you insured?
Yes. Lewis Transaction Coordination carries errors and omissions (E&O) insurance covering coordination services.
Do you work with agents outside Michael Saunders & Company?
My focus right now is Michael Saunders & Company agents. If you are at another brokerage, send a note. Whether I can take your file depends on what access your brokerage allows a third-party coordinator.
What systems do you work in?
I work inside the platform your file already lives in, and I keep my own tracking record as well. Tell me which platform you use when you submit a file, and I will confirm access before the first task.
Can you enter my listing in the MLS?
I prepare the full listing package, ready for entry: ordered photos, remarks draft, disclosures, data sheet and showing instructions. MLS entry itself stays with you or your office.
Will you negotiate or advise my client?
No. I do not negotiate, give legal advice or interpret contract language. Anything that touches those goes to you the same day.
How fast will I hear back?
Under-contract introduction emails and requested addendum drafts start within 3 business hours during business hours, Monday through Friday, 9 AM to 5 PM Eastern. Weekend and holiday requests are handled the next business day.
How do I get started?
Sign the service agreement once. It covers each file you send afterward until you tell me otherwise in writing. After that, each file starts with the Submit a File form below.
Submit a file
Send the contract. I start the clock.
This form is how every file begins. Introduction emails go out within 3 business hours during business hours.
Have these ready
- Fully executed contract (or signed listing agreement)
- Selected riders and addenda, and the flood disclosure
- HOA or condominium documents, if applicable
- Your signed compensation agreement
After you submit, I will reply with how to send the documents. The fastest way is to add me as a participant in your transaction platform.
Contact
Questions before your first file? Ask me directly.
- shane@lewistransactioncoordination.com
- Phone or text
- 941-685-3252
- Hours
- Monday through Friday, 9 AM to 5 PM Eastern. Weekends and federal holidays are closed, and requests are handled the next business day.
- Based in
- Sarasota, Florida
- Response time
- New files: introduction emails within 3 business hours. General questions: the same business day.