White-glove transaction coordination and real estate administration for real estate agents. Every listing and every deal — paperwork, deadlines, compliance, client communication — run from setup to closing, with everyone on the file briefed before they have to ask. You do not have to think about any of it.
For agents with a book of business worth running properly — and no interest in managing the details.
A transaction coordinator carries the paperwork on a file. A real estate admin takes the tasks you hand over, one at a time. The Back Office runs the whole file — listings, deals, paperwork, and the things that have not happened yet.
Your listing set up, entered, and kept compliant — paperwork signed, media and signage coordinated, sellers updated while it is listed.
Every accepted offer run to closing — buyer paperwork ready before the offer, conditions and deposits tracked, lawyers briefed, possession prepared.
The documents behind the deal — everything executed, filed, and tracked; amendments and waivers drafted; compliance checked; the file closed and archived.
The watching brief — your Docket kept current, deadlines flagged early, missing pieces chased until they land, every file reviewed weekly.
A book of business worth running properly — without managing the details.
Many files in parallel, every one run to the same standard.
Files run at a standard your clients can feel.
Remote-first — the operation runs inside your own systems.
Where do all your files and deadlines live? For most agents: in your head, keyed into a calendar by hand, or buried in the file. In yours, they live in The Docket — and you never have to ask where a file stands: conditions, closings, walk-throughs and payouts, tracked ahead of time and refreshed through the day, behind your own sign-in.
Named for the original docket — the clerk’s running record of a matter: every filing, every step, every date that mattered, in one place, always current.
The DocketAdd it to your home screen — it opens like an app. Verified sign-in, one login per client, yours alone.
A thirty-minute discovery call, or a few lines by message — your listings, your deals, whatever is stacking up between offer and closing. A written proposal with scope and pricing follows every call.
A one-time setup — $450, once per client, not per file: your systems, your folders, your Docket, built properly.
Files run from listing or accepted offer to closing. You see everything, any time, on your Docket.
A typical buyer file runs about $500; a typical listing about $750. The meter below is how that happens — and the caps are the ceiling, not the cost.
The file is moving — offers, conditions, deadlines, a closing ahead.
The file is open but quiet — listed and waiting, or holding between stages.
While a file sits dormant, billing stops — and those months are never billed later. An unaccepted buyer offer bills $0, too.
The billing breathes with your load — fewer active files in a quiet month means a smaller invoice, automatically.
Onboarding is $450, one time, per client · Work outside scope is $125/hr, pre-approved in writing · Billed monthly, in arrears — no files in a month, no bill · Every file is capped at $1,000 per buyer file and $1,500 per listing file — a ceiling a long file can run into, not what a typical file costs · A month where a file is on the desk fewer than seven days does not bill — and when that short month is a file’s first, the month that follows is treated as its launch month and bills Active, whatever its activity · Dormant: a listing with no offer activity and no work outstanding for three straight months.
No GST charged — small supplier (registration threshold not yet reached).
The dormant buyer file bills $0.00 while it waits — dormant months are never billed later. The listing at its cap bills $0.00 — no file can cost more than its cap.
And one file at a time, start to finish:
This desk is paid for the work it does, not for the outcome of the sale — the same as your photographer and your stager. While a listing sits, the fee carries the work that gives the home its best chance and keeps your sellers settled: updates sent on schedule, the entry kept current, and the expiry tracked on a runway, so price and renewal are conversations you have early instead of late.
And the meter is fair about a file that is going nowhere. Three straight months with no offer activity and no outstanding transaction work, and the file goes dormant at $0 until it moves again. If an offer comes in and falls apart, the listing goes back on the market and the same meter runs — nothing starts over, and the cap still stands.
The same fairness runs on a buyer file. If an accepted deal collapses, the file bills one Active month for the work done, the unwinding bills $0, and the file closes — nothing carries forward.
Your practice books kept current month over month, the way your files are — bookkeeping, reconciliations and the state of the books on one page each month — and every file’s income and expenses tracked to the file, so each deal shows what it made. The books live in your own system — and if you do not have one set up, we will set it up in QuickBooks Online. From $395 a month — setup included with your files, $150 one time for books alone — scoped in writing, like everything here. How agent bookkeeping works
The roster stays small on purpose: a limited number of agents, each file run inside the same system. Founding clients come in on founding terms — onboarding waived, and the published rates and per-file caps locked for the first twelve months — first in line as the roster grows.
The Back Office Co. is founder-led by Geneva Bast — 25 years in business operations and financial administration, the last ten in real estate.
The details are covered. The deadlines are met. You can get on with business.
Not a staffing agency. Not a virtual-assistant marketplace. One dedicated back office, run inside your own systems, with your Docket current through the day.
Straight answers, no fine print.
Tell us about your business and how we can help. A few lines is plenty — every message is read and answered by the back office itself. White-glove, start to finish — we will take it from there.