Job Description

Location: Toronto

Hours: Monday – Friday, 9am – 5pm

Compensation: $45,000 - $55,000 per year

Status: Employee

Job Expectations:

The Deal Administrator is the primary engine of the Deals Department. This role is responsible for the rapid, accurate entry and administrative processing of all incoming real estate transactions. You will ensure that every trade is documented, compliant, and ready for the Conveyance/Closing team, maintaining the high standards.

Core Responsibilities

1. High-Volume Deal Processing

Data Entry: Execute daily, high-speed entry of all incoming Sales and Leases into LoneWolf/BrokerWOLF.

Trade Documentation: Promptly generate and distribute trade record sheets for agent signatures.

Invoicing: Prepare and send initial commission invoices to Vendors’ solicitors and co-operating brokerages immediately upon processing.

2. Compliance & Quality Control

Document Audit: Review all incoming paperwork (Agreement of Purchase and Sale, Amendments, and Agency forms) to ensure 100% accuracy and completeness.

FINTRAC: Ensure all FINTRAC requirements, including Receipt of Funds and Identification Records, are collected and filed according to regulations.

File Maintenance: Organize and maintain digital deal files, ensuring all necessary documentation is present for the Conveyance team.

3. Agent Support & Communication

Inquiry Management: Monitor and manage the central "Deals" email inbox, responding to agent and branch inquiries with urgency.

Proactive Follow-up: Communicate directly with agents to resolve paperwork discrepancies or missing signatures to prevent closing delays.

Administrative Support: Assist the Team Lead with administrative tasks as required during peak volume periods.

Qualifications

Experience: 1-3 years of deal administration or real estate office experience.

Software: Proficiency in LoneWolf (BrokerWOLF) and WOLFConnect is a significant asset.

Tech Savvy: Familiarity with TRREB Stratus, Webforms, Authentisign, and DocuSign.

Skills: Exceptional organizational skills and the ability to prioritize tasks in a high-pressure, deadline-driven environment.

Communication: Strong command of English (both oral and written) with a focus on professional agent care.

Traits: Meticulous attention to detail and a "can-do" attitude toward learning and growth.

Disclaimer: The Employer retains the right to change or assign other duties to this position as required by the changing needs of a growing business

AGENTC REAL ESTATE

Open Positions

Deal Administrator