Real Estate Pros · June 5, 2026 · 13 min listen

Closings Without Chaos: Transaction Coordination Tips for Real Estate Agents

Show summary

In this episode, Kenya Henderson shares how her company, Blueprint Virtual Assistant Services, helps real estate agents streamline their businesses through transaction coordination, administrative support, and marketing services. She discusses the importance of organization, communication, and attention to detail in ensuring successful closings. Kenya also talks about networking, her plans to expand into real estate investing, and her long-term goal of obtaining a real estate license and building a team.

Key takeaways

A transaction coordinator (TC) takes a signed contract and manages communication with the lender, title company, and co-op agent, schedules closing, and confirms seller disclosure and home inspection are complete to prevent delays.
Kenya Henderson's company, Blueprint Virtual Assistant Services, operates in Texas and Ohio and handles both residential and commercial transactions.
TCs are commonly paid per transaction only when the deal closes; if a contract falls through, the TC doesn't get paid. Listing services are charged upfront and marketing is invoiced roughly every two weeks.
Kenya uses a 47-point checklist for every transaction, with different steps depending on whether she represents the buyer or seller side, to make sure nothing is missed before closing.
Missing dates, signatures, or initials on contracts are a top cause of closing delays, along with gaps in coordinating the home inspection and seller disclosure with title and lender.
Beyond transaction coordination, a real estate VA can handle admin tasks (flyers, postcards, MLS listings) and marketing (cold calls, newsletters, social media posts) to help agents get more clients.
Kenya networks at real estate events in the Plano/DFW area and reaches out via email and calls to market her services; she plans to get a real estate license to build a team and eventually move into real estate investing.

In this episode

About the guest

Kenya Henderson is the founder of Blueprint Virtual Assistant Services, which provides transaction coordination, administrative support, and marketing services to real estate agents in Texas and Ohio. She started the business in November and handles both residential and commercial transactions. She plans to eventually get her real estate license to build a team and is also interested in moving into real estate investing."

Listen to the audio

“You don't have to do this alone. There are plenty of virtual assistants that's out to help you to grow your business, to scale your business, to free up some more time for you.”
Kenya Henderson

“My favorite part is really the transaction coordination because that is where the deals happen. Cuz that's when they make their money and then that's when I make my money.”
Kenya Henderson

“I charge per transaction and I don't get paid until there's a closing. So if the contract cancels or anything, the agent don't get paid, so then I don't get paid.”
Kenya Henderson

transaction coordinationvirtual assistantsreal estate agentsTexasOhiomarketing servicesnetworkingreal estate licensing

Questions answered in this episode

What does a real estate transaction coordinator actually do?

According to Kenya Henderson, once an agent gets a signed contract, they forward it to the TC who takes over communication with the lender, title company, and co-op agent, schedules the closing, and acts as the liaison between the agent and their client. She also confirms the seller disclosure and home inspection are completed so the closing isn't delayed. She handles both residential and commercial transactions.

How do transaction coordinators typically get paid?

Kenya charges per transaction and only gets paid when the deal actually closes. If a contract cancels, neither the agent nor Kenya gets paid. Separately, listing services are charged upfront, and marketing services are invoiced roughly every two weeks.

What marketing and admin services can a VA provide beyond transaction coordination?

Kenya's company, Blueprint Virtual Assistant Services, also offers admin support like sending flyers, letters, and postcards, putting listings on the MLS for sellers, cold calling potential clients, sending newsletters, and handling social media posts to promote an agent's services.

What are the biggest challenges in closing a deal on time?

Kenya says the main challenges are making sure all dates, signatures, and initials are correctly on the contract, since missing items cause delays. She also has to stay in constant contact with title and lenders to confirm the home inspection and seller disclosure are completed, since gaps there frustrate both agents and clients.

How does a transaction coordinator stay organized across many deals?

Kenya uses a 47-point checklist that she runs through for every transaction, with different steps depending on whether she's representing the buyer's side or seller's side. The process starts with a client agreement, an onboarding email, and then logging the contract into her system of records.

Where is Blueprint Virtual Assistant Services based and who are its clients?

Kenya operates primarily in Texas and Ohio, and her clients are mostly real estate agents, not investors directly, though she networks with investors and is interested in moving into real estate investing herself. She notes some of her agent clients aren't currently working deals, and she only earns when they close a transaction.

Resources and links

Blueprint Virtual Assistant Services’ Website
Kenya Henderson’s Email Address: contact@blueprintvaservices.com
Kenya Henderson’s Phone Number: (469) 656-8359

Full transcript

Kenya Henderson (00:00)

you don’t have to do this alone. There are plenty of virtual assistants that’s out to help you, ⁓ to grow your business, to scale your business, to free up some more time for you so that you can grow your business or spend more time with family. You do not have to stay up late at night trying to get paperwork done. We’re here to help you do that. So if you need help,

It’s nothing wrong with contacting a transaction coordinator or a virtual assistant to help you in your business.

Michelle Kesil (02:00)

Hey everybody, welcome to the Real Estate Pros Podcast. I’m your host, Michelle Kesil. Today I’m joined by someone I’m looking forward to chatting with, Kenya Henderson, who created Blueprint Virtual Assistant Services offering virtual assistant support to real estate professionals. excited to have you here today, Kenya.

Kenya (02:20)

Thank

you, I’m excited to be here.

Michelle Kesil (02:22)

Awesome. Let’s dive in. So first off, for those not familiar with you and your work, can you share what your main focus is?

Kenya (02:30)

Yes, so my

focus is helping real estate agents with their back in work, their paperwork, their transactions. So the realtor gets a contract, they forwarded it to us, I take it from there. So I’m in contact with the lender, the title, the co-op agent. I’m scheduling the closing. I’m the liaison basically between the agent and their client, as well as…

The title and lenders are making sure that the seller disclosure is done, that the home inspection has been completed. Make sure everything, all ducks are in a row so that that closing can happen and that there’s no delays.

I do residential and commercial.

Michelle Kesil (03:16)

And is this in a certain state or nationwide?

Kenya (03:19)

Texas and Ohio.

Michelle Kesil (03:21)

Awesome, and how did you get into this?

Kenya (03:24)

I got in back in November. I have an awesome

that’s helped me in growing my business. ⁓ Growing it is real fun, trying to learn the different avenues of real estate, because that’s something I’ve always wanted to get into. But since November, I’ve been doing this, and I like it.

Michelle Kesil (03:47)

And what do you feel are some of the main keys that have allowed your business to be able to grow and run successfully?

Kenya (03:58)

So it’s

networking with other professionals. So I go to networking events, real estate network, neck and work, excuse me, networking events in the Plano or the DFW area, basically. I do send out emails or call people as well to try to offer my service to them as well. So I’ve got a niche in that too as well. just going out marketing myself has been viable.

Michelle Kesil (04:28)

Awesome. And what are the main services that you’re supporting people with?

Kenya (04:37)

transaction coordination, ⁓ any admin support that they need. They need me to send out flyers or letters or postcards.

listing, if ⁓ the agent is representing the seller and they want it on MLS, I can put that on there for them as well. ⁓

any marketing if they need people to know that they’re our real estate agents. I can help them as well. can send out marketing packages as well and reach out to potential customers for them throughout the area. So that’s what I do. I help the agent in their business.

One,

Michelle Kesil (06:05)

Yeah, and what

is your favorite part about this?

Kenya (06:09)

My favorite part is really the transaction coordination because that is where the deals happen. Cuz that’s when they make their money and then that’s when I make my money. So when the deal close, then everybody gets paid. So that’s my favorite one right there.

So far.

Michelle Kesil (06:25)

is your service on a transaction basis or what does it look like?

Kenya (06:30)

Yes, so I charge per transaction

and I don’t get paid until there’s a closing. So if the contract cancels or anything, the agent don’t get paid, so then I don’t get paid. For the listing and the marketing, that’s charged upfront, or at least the listing is charged upfront. The marketing I charge or I invoice every two weeks or so.

Awesome.

Michelle Kesil (06:53)

Awesome. And what have been some obstacles or challenges that you’ve had to learn through in this role.

Kenya (07:03)

definitely making sure that all the dates, the signatures and the initials are on the contract because that can cause a delay.

⁓ Making sure that I’m in contact with the title, the lender, that the home inspection, that the seller disclosure, all that is in place. Because if it’s not, then they will cause a delay and that will course frustrate the agent.

both agents most likely and the clients, their clients as well. And then that turn and frustrate me. So it’s just making sure I pay attention to detail, every detail. Do not take anything for granted. Look at everything to make sure that all ducks are in a row.

you.

Michelle Kesil (07:50)

Yeah, absolutely.

And can you expand more on how the marketing services work?

Kenya (07:57)

marketing, agents, they may need me to call people to get them to be their client or customer. So I can do cold calls for them as well. I can send out ⁓ a letter or newsletter to potential customers for them in the area. ⁓

I can do some social media marketing for them if they need me to post for them to let people know about their service and what have you. can do that as well. Anything that they need.

Michelle Kesil (08:29)

Awesome. And what are you most focused on solving or scaling to next?

Kenya (08:35)

I’m basically most focused and solve just really doing the contracts. really that’s my niche right there.

I can do the other one, but I focus on that the most because like I said, that’s their bread and butter right there. That’s the one that brings in the income for them and for me as well, but mainly for them because my job is to help them scale their business, help their business grow. So by getting the contracts, that’s when they can earn their money as well. So that’s where I like to focus where they will earn their most money.

Yeah. So

Michelle Kesil (09:09)

Yeah, absolutely. And so what does a typical process look like when someone wants to partner with you?

Kenya (09:17)

send me the first I’ll send them a client agreement. Then they’ll send them an onboarding email. They’ll send me the contract. I will put it into my system of records. then depending on who they’re representing, if they’re representing the buyer, I’m making sure I

work with a title

Kenya Henderson (10:08)

Okay, so I have a 47 point checklist that I go through that ⁓ gives me detail on what I need to do. If it’s representing the seller, it’s some stuff I do differently versus if they’re representing a buyer. So I make sure I go through that checklist to hit all points so that there are delays in the closing.

Michelle Kesil (10:29)

Awesome. And what specifically do you look for in a client or how does it work when you’re finding the people to work with?

Kenya Henderson (10:41)

⁓ I’m basically just looking for anybody who needs help, who wants the help ⁓ to get there, to scale their business, to help them in their work. my goal is to alleviate some time for them, free up some time for them so they can get more clients and or spend more time with family. So basically anybody that’s willing to use my service or take my help.

Michelle Kesil (11:06)

Is there anything that you make sure that people know about you and your work?

Kenya Henderson (11:12)

I basically let them know that I am also interested in investing in real estate because I do network with a lot of investors. So I do let them know about that. And then they usually send me info about ⁓ real estate investing as well. So that’s another area of real estate that I can get into.

Michelle Kesil (11:33)

Awesome, is that something that you have already started?

Kenya Henderson (11:36)

See you later

Michelle Kesil (11:37)

Is that something that you have already gotten into?

Kenya Henderson (11:39)

No, not yet. I want to ⁓ get this one going first, then I’ll transition into investing.

Michelle Kesil (11:46)

Awesome. Are there any other goals or opportunities that you’re looking forward to?

Kenya Henderson (11:51)

⁓ yes, I do want to get a real estate license. I don’t really want to sell real estate. ⁓ I’m hoping to like build a team with that. ⁓ there’s something that a real another real broker actually introduced me to. ⁓ and he was telling me that a lot of TC’s are getting into that. They’re getting their real estate license and they’re building a team and they can earn. That’s another way that they can earn money. So I’m looking forward to doing that.

Michelle Kesil (12:17)

Awesome. And what’s your favorite part about your services?

Kenya Henderson (12:20)

⁓

that I’ve been able to help someone, that I can ⁓ give them the closure that they need, that the agent can feel comfortable with me, they can go on and do other things and not worry about if their closing is gonna happen, if there’s gonna be a delay, the client is gonna, or their customer is gonna cancel or not. Just me being able to be the go-between and to keep the communication, the lines of communication open so that the deal can happen.

Michelle Kesil (12:49)

Yeah. And are most of your clients agents?

Kenya Henderson (12:54)

Yes, agents, yes.

Michelle Kesil (12:55)

Great. And you find them mostly they’re not working?

Kenya Henderson (12:59)

Some of them don’t work right now there, but that’s okay. Like I said, I charge when they ⁓ close it on a deal. So if they’re not working, then that means they’re not earning either. then, but that’s okay, because it’s like that sometimes. So sometimes the market is busy, sometimes it’s not. So that’s something I expect.

Michelle Kesil (13:19)

Absolutely. Is there anything else you want to share about your business?

Kenya Henderson (13:23)

⁓ just that

You do not have to stay up late at night trying to get paperwork done. We’re here to help you do that. So if you need help,

It’s nothing wrong with contacting a transaction coordinator or a virtual assistant to help you in your

That’s what we’re here to do. We’re here to help you grow your business.

Michelle Kesil (14:37)

Amazing. Well, before we wrap up here, if someone wants to reach out, connect, learn more about what you’re up to, where can people find you?

Kenya Henderson (14:46)

So they can ⁓ either go to my website, blueprintvaservices.com, or they can send me an email at contact@blueprintvaservices.com, blueprintvaservices.com, or they can call me at 469-656-8359. ⁓

Michelle Kesil (15:08)

Okay, perfect. Well, appreciate your time and your story. Thank you for being here.

Kenya Henderson (15:12)

Thank you for having me. I appreciate it. Thank you so much.

Michelle Kesil (15:16)

And for those tuning into the show, if you got value, make sure you have subscribed. We have more conversations with operators like Kenya who are building real businesses and we’ll see you on our next episode.