Job Summary
Position: Real Estate Administrator
Job Type: Part-Time
Location: 75 Fernstaff Court, Vaughan
Compensation: $21.00 / Hour
Key Responsibilities
- Prepare and process all required OREA forms and real estate documentation.
- Draft listing agreements, buyer representation agreements, lease agreements, amendments, waivers, notices of fulfillment, and related schedules.
- Prepare and revise clauses, schedules, and supporting documents as directed by the agents.
- Review paperwork for accuracy, completeness, signatures, initials, dates, and compliance before submission.
- Upload listings and maintain accurate information on TRREB MLS.
- Coordinate listing documentation, photographs, feature sheets, signage, lockboxes, appointments, and showing instructions.
- Submit completed transaction files and required documents to the brokerage, including FINTRAC documents.
- Maintain organized and compliant electronic transaction records.
- Track important dates and conditions, including deposits, financing, inspections, waivers, closing dates, and document deadlines.
- Communicate professionally with clients, cooperating brokerages, and other service providers.
- Manage agent calendars, appointments, property feedback, emails, follow-ups, and general administrative duties.
- Assist with offers, listings, purchases, sales, leases, and closing coordination.
- Ensure confidential client and transaction information is handled securely.
- Support the team with daily office operations and other administrative responsibilities as required.
Required Qualifications
- Previous experience as a real estate administrator, deal secretary, transaction coordinator, or similar role in Ontario.
- Strong working knowledge of current OREA forms and Ontario real estate transaction procedures.
- Understanding of documentation and disclosure requirements under TRESA and RECO regulations.
- Experience preparing paperwork for residential purchases, sales, listings, and leases.
- Familiarity with TRREB MLS, BrokerBay, WebForms, Authentisign, DocuSign, or similar real estate platforms.
- Excellent written and verbal communication skills.
- Exceptional attention to detail and document accuracy.
- Strong organizational, time-management, and follow-up skills.
- Ability to manage multiple transactions and deadlines simultaneously.
- Comfortable working independently in a fast-paced team environment.
- Proficiency with Microsoft Office, Google Workspace, email, and cloud-based filing systems.
- Professional, dependable, discreet, and client-service focused.
Preferred Qualifications
- Experience working with a real estate team or brokerage.
- Knowledge of brokerage deal-submission and compliance procedures.
- Experience with CRM systems and client databases.
- Ability to assist with basic marketing coordination and social media administration.
- Fluency in an additional language is considered an asset.
What We Offer
- The opportunity to work with a growing and established real estate team.
- A professional, supportive, and team-oriented environment.
- Competitive compensation based on qualifications and experience.
- Opportunities for increased responsibility and professional growth.
How to Apply
Please submit your résumé along with a brief introduction outlining your Ontario real estate administration experience. Applicants should specify which real estate platforms they have used and describe their level of experience preparing OREA forms and managing transaction paperwork.
Only candidates with relevant Ontario real estate administration experience will be considered.
Antonio Saade | Saade & Associates
Century 21 Leading Edge Realty Inc., Brokerage
Pay: $21.00 per hour
Benefits:
- Casual dress
- Company events
- Flexible schedule
- On-site parking
Work Location: Hybrid remote in Vaughan, ON L4K 3P8
