Job Description

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 1 year or more 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 of 1 year in an administrative role in a real estate brokerage office

, with a solid understanding of brokerage operations, conveyance, and accountability.

Minimum of 1 year 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. 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:

$45,000 - $50,000 per year

Language Requirement:

French is not required

Schedule:

8-hour shift, Monday to Friday

Application Question(s):

How many years of Deal Administration experience do you have? How many years of experience do you have with LoneWolf?

Work Location:

REMOTE

Job Types: Full-time, Permanent

Pay: $45,000.00-$50,000.00 per year

Additional pay:

Overtime pay
Flexible language requirement:

French not required
Schedule:

8 hour shift Day shift Monday to Friday
Work Location: Remote