Real Estate Brokerage & Deals Admin

We are seeking an experienced and highly organized Real Estate Brokerage & Deals Administrator to manage office operations, transaction coordination, and regulatory compliance for our brokerage. This role is essential to ensuring that all listings, trades, and files are properly documented, compliant, and processed in a timely manner while supporting our agents and management team.

The ideal candidate MUST have prior brokerage experience, understands real estate compliance requirements, and can confidently manage multiple transactions at various stages. The ideal candidate is proactive, reliable, and comfortable working in a fast-paced, deadline-driven environment. Please apply if you have 2+ years of previous brokerage admin experience using LoneWolf / Nexone systems.

Key Responsibilities:

Brokerage Administration & Office Operations

• Oversee day-to-day administrative operations of the brokerage
• Act as the primary point of contact for agents, clients, and external parties
• Manage office schedules, meetings, internal communications, and records
• Maintain professional front-office operations (phones, emails, reception)

Transaction Management & Compliance

• Review, organize, process and maintain complete transaction files from listing to closing
• Ensure compliance with brokerage policies and applicable real estate regulations
• Track critical dates, conditions, and document submissions
• Upload, audit, and archive files in brokerage and transaction management systems
• Coordinate with agents to resolve missing or incorrect documentation

MLS Transaction & Compliance Support

• Input, update, and manage listings on MLS and brokerage platforms
• Coordinate listing documentation, signage, lockboxes, and marketing materials
• Monitor listing changes, status updates, and expiries
• Prepare, review, and organize real estate documents and transaction files
• Ensure files are complete, accurate, and compliant with brokerage and regulatory standards
• Track key transaction deadlines and follow up with agents as required
• Process deals in LoneWolf / Nexone systems

Financial & Commission Support

• Prepare commission summaries and transaction reports (NexOne & LoneWolf)
• Process invoices, expense reimbursements, and basic bookkeeping entries in QuickBooks for the company
• Process commission payouts using Lone Wolf
• Support management with reporting, reconciliations, and record-keeping

Marketing Support

• Assist in creating posts and posting on digital platforms, including social media, email marketing, and content creation.
• Manage our CRM database
• Lead email marketing initiatives to nurture leads and retain existing customers.
• Managing leads by phone / email and scheduling appointments

Agent & Brokerage Support

• Onboard new agents and assist with licensing documentation
• Provide ongoing administrative support to agents
• Assist with brokerage policies, procedures, and internal training coordination

Required Qualifications

• *REQUIRED* Prior experience working in a real estate brokerage environment
• Strong understanding of real estate transactions and documentation
• Excellent organizational and time-management skills
• High attention to detail and accuracy
• Strong written and verbal communication skills
• Proficiency with MLS systems, LoneWolf / Nexone transaction software, Quickbooks, and Microsoft Office / Google Workspace

Preferred Qualifications

• Experience with provincial regulatory compliance (e.g., RECO / TRESA in Ontario or equivalent)
• Experience with accounting or commission processing in Lonewolf / NexOne
• Experience supporting multiple agents simultaneously

Professional Attributes

• Highly reliable, confidential, and professional
• Able to work independently with minimal supervision
• Calm and effective in fast-paced, deadline-driven environments
• Strong problem-solving and follow-up skills
• Must be able to maintain confidentiality

Job Type: Full-time

Pay: $20.00-$23.00 per hour

Expected hours: 40.00 per week

Application question(s):

• Do you have previous experience using LoneWolf system?
• Do you have previous experience using QuickBooks system?

Work Location: In person