Real Estate Deals Administrator

We are seeking an experienced Real Estate Deals Administrator to join our team full-time, with a strong understanding of Canadian real estate or equivalent experience.

Lone Wolf Experience: The candidate must have prior experience with Lone Wolf, specifically in inputting deals and managing payouts.

Front-End Administration: The ideal candidate should be capable of updating listings, entering information, and adjusting statuses as needed.

***If you do not have experience with Lone Wolf, please do not apply.***

Role Overview:

As a Real Estate Deals Administrator, you will oversee the real estate transaction process, ensuring the timely and accurate delivery of documents to third-party contacts, handling client requests, and managing important deadlines. You will be responsible for the overall management of the front-end of real estate transactions, coordinating with various parties and ensuring all documents and processes are in order.

Key Responsibilities:

- Transaction Management: Process real estate deals, waivers, amendments, and other documents. Follow up on commission payments and missing paperwork, liaise with the central accounting department, and review trade record sheets.
- Enter lawyer information into deals and notify relevant parties.
- Assess and respond to previously received risk assessments.
- Manage pre-construction (pre-con) deals.
- Maintain client communication, manage calendars, and oversee database management.
- Review, scan, and file broker invoices in deals.
- Assist with month-end processes, preparing monthly reports, and maintaining statistics.
- Manage data using CRM and other online marketing tools.
- Create tracking systems to ensure tasks and deadlines are met.
- Review the completeness of real estate transactions and procurement needs.
- Respond to internal and external inquiries, manage emails, and ensure timely communication.
- Coordinate schedules for open houses, final walkthroughs, travel arrangements, and general appointments.
- Monitor deadlines and provide notices to appropriate parties when necessary.
- Facilitate communication between clients, service providers, and realtors to schedule appointments for photography, staging, inspections, open houses, and showings.
- Participate in training sessions to enhance real estate administrative skills.
- Put away supplies upon arrival.


Skills & Competencies:

- Strong customer service skills with the ability to build relationships with internal and external clients.
- High level of professionalism, discretion, and confidentiality.
- Excellent organizational skills with the ability to prioritize tasks and meet deadlines.
- Self-motivated, proactive, and committed to continuous improvement.
- Excellent written and verbal communication skills.
- Typing proficiency (above average speed and accuracy).


Qualifications:

- Minimum 6 months+ in an administrative role in a real estate brokerage office, with a solid understanding of brokerage operations, conveyance, and accountability.
- Minimum 6 months+ with BrokerWolf (Lone Wolf Accounting Software), including knowledge of database configuration, agent setup, and compensation plan structures (preferred but not required).
- Experience with electronic document management systems (EDM).
- Knowledge of industry regulations and requirements, including TRESA, Real Estate Council of Ontario (RECO) regulations, and FINTRAC. (preferred but not required)
- Proficiency with Microsoft Office (Word and Excel) and Google Suite tools.
- Commitment to creating a positive experience for agents and customers, ensuring they feel valued.


Job Type: Full-time

Salary: $800-$1200 CAD per month

Benefits:
- 1 hour paid lunch

Schedule:
8-hour shift, Monday to Friday EST

Job Types: Full-time, Permanent

Pay: $800.00-$1,200.00 per month

Requirements:
Send a link to your CV