Heaps Estrin is the #1 real estate team in Canada. We pride ourselves on being more than just a real estate team; we are innovators driving change and elevating the real estate experience for our clients. With a relentless focus on excellence, we empower our team to achieve outstanding results while ensuring operational efficiency that drives our success.
We are seeking an experienced and highly credible Broker of Record to provide regulatory leadership, professional oversight and sound judgment across the brokerage.
The Broker of Record will provide leadership in regulatory compliance, professional standards, risk management, and brokerage operations while supporting the continued growth and evolution of the business. This individual will serve as the brokerage’s regulatory authority and a trusted advisor to agents and leadership.
This is a hands-on position for someone who can interpret complex situations, manage risk pragmatically and build a culture in which compliance and exceptional client service reinforce one another. A licensed broker and real estate agent, the successful candidate is free to transact in the position.
Key Responsibilities
Regulatory Oversight and Compliance
- Fulfil all statutory responsibilities of the Broker of Record under the Trust in Real Estate Services Act, 2002, its regulations, the RECO Code of Ethics and all other applicable regulations.
- Maintain the brokerage’s registration and act as its primary regulatory contact with RECO, TRREB and other governing organizations.
- Ensure all agents, brokers, employees and brokerage activities comply with applicable legislation, regulations, industry rules and internal policies.
- Monitor regulatory developments and translate changes into clear policies, training and operating practices.
- Oversee required regulatory and financial reporting, including trust-account compliance, monthly reconciliations and annual financial filings.
- Prepare for and manage RECO inspections, audits, inquiries and regulatory reviews.
- Maintain complete, accurate and current brokerage policies, procedures, records and compliance documentation.
Transaction and Risk Management
- Provide timely guidance on complex transactions, representation matters, competing offers, disclosures, conflicts of interest, multiple representation and other elevated-risk situations.
- Review agreements, clauses, forms and transaction documentation when brokerage-level oversight is required.
- Establish and maintain systems for transaction review, recordkeeping and regulatory quality control.
- Identify legal, financial, reputational and operational risks and work with leadership and external counsel to address them.
- Ensure deposits and trust funds are received, recorded, reconciled and disbursed in accordance with legislation and the applicable terms of trust.
- Escalate material issues promptly and maintain clear documentation of advice, decisions and corrective actions.
Agent Supervision and Professional Standards
- Provide accessible, practical and decisive regulatory and compliance support to agents and brokers.
- Address potential compliance breaches, ethical concerns and patterns of performance requiring intervention.
- Lead internal investigations and recommend appropriate education, remediation or disciplinary action.
- Support agent onboarding and confirm that all registration, insurance and brokerage requirements are satisfied before trading begins.
- Ensure agents understand and consistently apply Heaps Estrin’s policies, service standards and regulatory obligations.
- Reinforce a culture in which agents raise questions early and seek guidance before issues escalate.
Training and Education
- Develop and lead regular training on TRESA, the RECO Code of Ethics, FINTRAC, privacy, advertising, representation, disclosures, offer management and emerging regulatory issues.
- Provide case-based education using real transaction scenarios and recurring risk themes.
- Create clear tools, checklists, templates and reference materials that make compliance practical and understandable.
- Partner closely with the Director of Sales to integrate professional standards, regulatory compliance and risk management into agent coaching, development and performance management.
- Monitor completion of required training and continuing education.
Complaints and Dispute Resolution
- Serve as the primary contact for RECO complaints, professional standards matters, and regulatory inquiries.
- Manage the review, documentation, escalation, and resolution of complaints in collaboration with internal stakeholders and legal counsel, as appropriate.
- Seek practical resolutions where appropriate while protecting clients, the public and the brokerage.
- Coordinate responses to RECO complaints, insurance claims, legal demands and other formal proceedings.
- Identify patterns arising from complaints and use those insights to improve policies, systems and training.
- Maintain accurate records and ensure regulatory matters are handled consistently, fairly, and in a timely manner.
- Foster productive relationships with RECO, real estate boards, regulatory bodies, and industry stakeholders.
Advertising, Marketing and Brand Protection
- Oversee the compliance of brokerage and agent advertising across print, digital, social media, listing platforms and other channels.
- Ensure representations, claims, testimonials, team branding and brokerage identification comply with current requirements.
- Partner with marketing leadership to establish efficient approval processes that protect the brand.
- Provide guidance on new marketing practices, technology and AI-enabled tools from a regulatory and reputational-risk perspective.
Brokerage Leadership and Governance
- Serve as a trusted advisor to the Director of Sales and senior leadership team on regulatory, ethical and risk-related matters.
- Report regularly to the Director of Sales on compliance activity, emerging risks, complaints, training, audits and recommended actions.
- Contribute to strategic planning, new business initiatives and operational decisions from a brokerage-governance perspective.
- Assess the compliance implications of expansion into new markets, service lines, partnerships and technologies.
- Develop scalable systems that support growth while maintaining strong oversight and consistent professional standards.
- Work collaboratively with sales, operations, finance, marketing and legal advisors while maintaining the independence required of the Broker of Record.
Success in This Role
Success will be measured by:
- Consistent compliance with all regulatory and statutory obligations.
- Strong audit, inspection, trust-account and financial-reporting outcomes.
- Timely and practical resolution of transaction and agent issues.
- Reduced frequency and severity of complaints and compliance incidents.
- High agent confidence in the accessibility and quality of brokerage guidance.
- Clear, current and consistently applied policies and procedures.
- Effective training participation and improved documentation standards.
- Thoughtful risk management that supports responsible business growth.
- A professional culture grounded in integrity, accountability and exceptional client care.
Qualifications
- Registered and in good standing as a real estate broker in Ontario, with eligibility to act as Broker of Record.
- Significant experience in residential real estate, brokerage management, compliance or a comparable leadership role.
- Deep knowledge of TRESA, RECO requirements, the Code of Ethics, FINTRAC, privacy obligations, trust-account requirements and Ontario real estate practices.
- Demonstrated experience managing complex transactions, complaints, regulatory matters and professional-conduct issues.
- Strong understanding of brokerage accounting, trust controls, transaction records and regulatory reporting.
- Sound judgment, discretion and confidence when making difficult decisions.
- Exceptional written and verbal communication skills.
- Ability to translate regulatory requirements into practical business processes.
- Calm, fair and solutions-oriented approach to conflict and high-pressure situations.
- High degree of personal integrity and commitment to consumer protection.
- Experience leading training, developing policies and supporting a large, high-performing agent group.
Preferred Experience
- Ten or more years of progressive real estate industry experience.
- Previous experience as a Broker of Record, Deputy Broker of Record, Compliance Broker or senior brokerage leader.
- Experience within a high-volume residential brokerage or team environment.
- Familiarity with luxury real estate, sophisticated transactions and complex representation structures.
- Experience supporting organizational growth, operational change or new business initiatives.
- Strong technological fluency and experience with transaction-management and compliance systems.
This is an opportunity to help shape the next chapter of one of Toronto’s most respected and ambitious real estate organizations.
The Broker of Record will have a meaningful voice in the company’s growth, governance and professional culture while working alongside a high-performing team that believes exceptional results begin with exceptional standards.
Pay: $50,000.00 per year
Licence/Certification:
- Ontario Real Estate License (required)
- Ontario Real Estate Broker License (required)
Work Location: Hybrid remote in East York, ON M4G 3A6
