Many Brokers and Agents are frustrated by the quality of work their new TC is producing after hiring. I believe they are not asking the right questions to help locate and identify professionally trained and experienced Coordinators.
Below are 5 top questions you should ask perspective Coordinators when interviewing.
1-How many transactions have you successfully closed in the last 6 months?
An experienced Coordinator should have closed a minimum of 42. Just like any other job, she needs recent experience that ensures her skills are up to date.
Having a track record of Coordinating multiple transactions shows they have more experience solving problems and managing high volumes of sales.
Successfully closed allows you to gauge the TC's experience of Coordinating from start to finish (Many TC count short sales that do not have approval yet as a transaction).
2-Are you currently using a software program to Coordinate your transactions?
Coordinators who use software to track activities and documents are way ahead of the curve when they have taken systems to another level that allows them to manage high volumes without crashing and burning.
3-Is there someone else who can take over your files when you are away?
Very important question to ask! You do not want to be stuck with files when your TC is on vacation or is suddenly unable to work. You want uninterrupted service during this critical time period. Coordinators who say they will never take a vacation is a red flag for you. Because of the high stress, TC's need time off so they don't burn out!
A good Coordinator works with other experienced Coordinators and uses systems to allow files and information to be transferred quickly to one another without interruption of service to the agent/broker.
4-What software experience do you have?
At minimum, a TC should be proficient in email (Outlook preferred), Excel, Word, MLS and Transaction Coordination software programs.
Ask them what kind on systems have they built into their email program to capture correspondence for multiple files?
Do they have experience burning the transaction onto a CD including all emails? What does the content of the CD look like?
As important as it is to manage the transaction while under contract, it's imperative that good, comprehensive documentation is captured and placed on a CD in a method that's easy for agents/brokers/attorneys to locate.
5- How do you keep yourself updated on latest changes in laws and contracts?
A professional Coordinator always keeps their eyes open for changes in real estate and adapts systems to meet industry need. Monthly meetings with other TC's, classes on new contract changes, and keeping up with required document lists released by Association of Realtors® ensures up-to-date-standards of practice are being met.
I'll add excellent written communication skills here also, since email is now the primary method of communication between team members on a transaction. Ask perspective interviewees to send you an email cover letter and a copy of their resume. Any grammatical or spelling errors and not getting to the point quickly are a red flag. You do not want a TC who is represented as part of your team delivering poorly written emails to others!
Asking these important questions will help you to weed out the inexperienced, low volume producing Coordinators and ensures the one you hire will stay with you for the long term!
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