1 Simple Action Real Estate Agents Can Take for Smoother Transactions

If you’ve ever had a transaction stall because a lender didn’t respond, an inspector canceled at the last minute, or you had to scramble to find a contractor at 3 a.m., you know how stressful real estate deals can get.

Here’s a secret top-performing agents rely on: the difference between a smooth closing and a chaotic one often comes down to your preferred vendors list.

Updating and maintaining this list is one of the simplest yet most impactful actions you can take as a Hawaii or Las Vegas real estate agent. And when you pair it with the support of a Hawaii transaction coordinator or Las Vegas transaction coordinator, it becomes a game-changer for your business.

1.Why a Current Preferred Vendors List Matters

Every real estate transaction involves multiple moving parts. Inspectors, lenders, photographers, title officers, contractors, and handymen all play a role in keeping deals on track.

When your contacts are outdated or unreliable, it creates:

• Delays in inspections or appraisals
• Last-minute hiccups during repair negotiations
• Confused clients asking for recommendations at odd hours
• Stress for agents juggling multiple files at once

A well-maintained vendor list is more than a phonebook. It’s a strategic tool that lets you move deals efficiently and professionally, while keeping your clients impressed.

How to Update Your Preferred Vendors List in 20 Minutes

You don’t need to spend hours cleaning this up. A quick 15–20 minute session each week can save hours per file in the long run.

Here’s how:

• Remove Anyone Who Isn’t Reliable: If a vendor frequently misses deadlines, is hard to reach, or produces inconsistent results, take them off your list. One unreliable contact can slow an entire transaction down.
• Replace Them With Trusted Professionals: Network with other Hawaii real estate agents or Las Vegas agents to find reliable vendors. Once you identify new, dependable professionals, add them to your list.
• Organize by Category: Separate vendors into clear categories! Here are some places to start: Lenders, Title & escrow contacts, Inspectors, Contractors & handymen, and Photographers & stagers. This makes it easy to pull the right contact at the right time.
  
• Integrate Into Your Workflow: Drop your list into your phone contacts, CRM, MLS notes, and even your email templates. That way, when a deal is live, you can access the right contact instantly without scrambling.

Tips for Building Strong Vendor Relationships

Having a list is only part of the equation. The real power comes from trusted, reliable vendors you can call on again and again. Here’s how to make sure your vendors are partners, not problems:

1. Vet Vendors Before Adding Them
Ask for references, check online reviews, and speak with agents who have used them. In Hawaii, where local market knowledge is critical, and in Las Vegas, where speed matters, past performance is often the best indicator of reliability.

2. Schedule a Quick Introduction Call
Before adding a new vendor to your list, schedule a 10–15 minute call to confirm expectations, response times, and availability. This ensures that everyone is on the same page before the first transaction.

3. Keep Communication Transparent
Let vendors know your preferred methods for updates (text, email, phone) and turnaround times. Clear communication prevents delays and keeps transactions moving efficiently.

4. Recognize Good Performance
Thank vendors when they deliver exceptional service. In Hawaii and Las Vegas, word-of-mouth matters – a little recognition can strengthen long-term relationships.\

5. Review and Refresh Quarterly
Markets change, vendors change, and your list should reflect your current needs. Remove underperforming vendors, add new trusted pros, and ensure your list is always up-to-date.

The Benefits of a Reliable Vendor List

When your vendors are current and dependable, you’ll notice:

• Faster turnarounds on inspections, appraisals, and repairs
• Fewer last-minute headaches and emergency calls
• Smoother communication with clients and co-op agents
• Predictable timelines, making deals easier to manage
• Reduced stress, freeing up time to focus on lead generation and marketing

And when paired with the expertise of a Hawaii or Las Vegas transaction coordinator, your workflow becomes nearly hands-off for the backend tasks, from scheduling inspections to tracking deadlines, making each transaction feel effortless.

Pro Tip from a Hawaii & Las Vegas TC

A TC can help you maintain your vendor list by:

• Updating contacts in real time when you or your vendors change roles
• Adding notes on reliability for each vendor based on past transactions
• Ensuring every vendor is looped in correctly during each transaction

By keeping this list current and integrating it into your transaction workflow, you eliminate many of the common “hidden stress points” agents face daily.

Start Today: Your 20-Minute Action Plan

Take a small chunk of time this week, 15 to 20 minutes, to:

• Review your current vendor list
• Remove any unreliable contacts
• Add at least 1–2 new trusted professionals
• Organize them by category
• Integrate into your phone, CRM, email templates, and MLS notes

Result: no more frantic calls at 3 a.m., no more missing contacts, and a smoother closing process for every file.

Why Hawaii and Las Vegas Agents Need This More Than Ever

Both Hawaii and Las Vegas have unique real estate markets:

• Hawaii: Tight timelines, multi-party coordination, and complex contract clauses make reliable vendors critical.
• Las Vegas: High-volume, fast-moving deals demand vendors who can respond quickly and accurately.

In both markets, having a trusted, up-to-date vendor list paired with a professional transaction coordinator ensures every transaction runs efficiently, reduces stress, and protects your professional reputation.

Ready to make every transaction smoother?

Small steps can lead to big wins. Start by updating your vendor list today, and consider partnering with a Hawaii or Las Vegas transaction coordinator to manage the rest.

Fill out my contact form and let’s get your transactions running like clockwork.

FAQ: Everything Hawaii & Las Vegas Real Estate Agents Want to Know About Transaction Coordinators

Q1: What exactly does a Hawaii transaction coordinator do?
A Hawaii transaction coordinator manages your deal from contract to close, ensuring every document is complete, deadlines are met, and all parties are coordinated. This includes contract review, compliance checks, contingency tracking, vendor coordination, and client communication, all tailored to the nuances of Hawaii’s real estate market.

Q2: How can a Las Vegas transaction coordinator help me save time?
A Las Vegas TC handles time-consuming administrative tasks like collecting signatures, coordinating with title and escrow, scheduling inspections, and tracking financing deadlines. Most agents reclaim 10+ hours per transaction, giving them more time for client meetings, showings, or lead generation.

Q3: Are transaction coordinators only for big brokerages?
Not at all. Whether you’re a solo agent in Oahu or part of a high-volume Las Vegas brokerage, a TC ensures your transactions stay organized, compliant, and stress-free. Even experienced agents benefit from having an expert managing the details behind the scenes.

Q4: Can a TC help with client communication?
Absolutely. A TC ensures your clients are informed and confident throughout the process. From sending timely updates to coordinating with lenders and title officers, a TC creates a seamless experience that reflects positively on your professionalism and builds referrals.

Q5: How do I know when it’s time to hire a TC?
If you find yourself drowning in paperwork, missing deadlines, or spending more time managing tasks than clients, it’s time to bring in a TC. Partnering with a skilled coordinator ensures your transactions run smoothly, protects your deals, and preserves your professional reputation.