Real Estate Administrator
Position: Real Estate Administrator
Employment Type: Full-Time
Location: Toronto, Ontario
Experience Required: Minimum 2 years of relevant real estate administration or transaction coordination experience
Position Overview
We are looking for an experienced, organized, and detail-oriented Real Estate Administrator to join our brokerage team. The successful candidate will be responsible for managing day-to-day real estate administration, listings, transaction documentation, compliance, accounting, and client coordination.
The ideal candidate must have strong working knowledge of TRREB and RECO requirements, real estate forms, transaction procedures, and Lone Wolf Accounting. The candidate should be comfortable working independently in a fast-paced real estate brokerage environment.
Key Responsibilities
Listings & Documentation
- Prepare and submit residential and commercial listings on TRREB, ensuring all information and documentation are accurate and complete.
- Prepare listing agreements, amendments, waivers, notices, and other required real estate documents.
- Send documents to clients, agents, and brokers for electronic signatures and follow up to ensure timely completion.
- Manage listing changes, price amendments, extensions, terminations, and other listing-related documentation.
- Maintain accurate and organized electronic transaction and listing files.
Offers & Transactions
- Prepare and submit offers and amendments on behalf of the Broker, ensuring all required documentation is complete and accurate.
- Coordinate transactions from offer acceptance through closing.
- Track conditions, deposit deadlines, financing dates, inspections, closing dates, and other important transaction deadlines.
- Follow up with agents, clients, lawyers, mortgage professionals, builders, and cooperating brokerages to ensure transactions remain on schedule.
- Ensure all transaction documents are properly completed, signed, filed, and submitted within required timelines.
Lone Wolf Accounting
- Have strong working knowledge of Lone Wolf Accounting.
- Submit and process real estate deals.
- Enter and maintain accurate transaction information.
- Prepare and issue deposit receipts.
- Process transactions through to closing.
- Assist with commission and transaction accounting requirements.
- Ensure transaction records are accurate and up to date.
TRREB & RECO Compliance
- Maintain strong knowledge of TRREB and RECO forms, policies, rules, and requirements.
- Ensure brokerage documentation and transactions are handled in accordance with applicable TRREB and RECO guidelines.
- Ensure all required documentation is properly completed and maintained.
- Stay informed of changes to applicable forms, rules, and compliance requirements.
Client & Agent Support
- Provide day-to-day administrative support to the Broker and sales team.
- Send suitable properties and listings to clients based on their requirements.
- Book and coordinate property showings and appointments.
- Communicate professionally with buyers, sellers, agents, lawyers, mortgage brokers, builders, and other stakeholders.
- Follow up on outstanding signatures, documents, deposits, and transaction requirements.
- Assist agents with day-to-day administrative and transaction-related needs.
- Respond to emails and inquiries in a timely and professional manner.
Required Qualifications
- Minimum 2 years of experience in real estate administration, transaction coordination, or a similar brokerage role.
- Strong knowledge of TRREB procedures, forms, and systems.
- Strong understanding of RECO rules, regulations, and compliance requirements.
- Hands-on experience with Lone Wolf Accounting is required.
- Experience preparing listings and real estate documentation.
- Experience preparing and processing offers and amendments.
- Experience managing transactions from offer to closing.
- Experience issuing deposit receipts and processing completed deals.
- Strong computer and administrative skills.
- Excellent written and verbal communication skills.
- Strong attention to detail and ability to meet deadlines.
- Ability to manage multiple transactions and priorities simultaneously.
- Ability to work independently with minimal supervision.
What We Are Looking For
We are looking for someone who understands the complete real estate transaction process and can take ownership of the administrative side of the business. The successful candidate should be proactive, reliable, detail-oriented, and comfortable working in a busy brokerage environment.
This is not an entry-level administrative position. Strong hands-on experience with TRREB, RECO documentation, real estate transactions, and Lone Wolf Accounting is essential.
Pay: $19.75-$20.00 per hour
Expected hours: 40.0 per week
Application question(s):
- This is an in-office role and we do not have a hybrid model. You would be required to come office on working days.
- Do you have experience working with Lone Wolf Software?
Experience:
- Brokerage Admin: 2 years (required)
Language:
Work Location: In person
