Deal Administrator
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Job Location:
Yearly Salary:
Experience Required:
Posted on:
Yesterday
Vacancies:
1 Vacancy
Job Summary
We are currently recruiting a Deal Administrator for a Real Estate Brokerage in Mississauga. Our client is a growing brand with a professional fun and progressive environment along with growth opportunities for a long-term career.
Salary: $45000 - $50000 per year (or $21.00 - $24.00/hr)
Compensation will be established based upon prior experience and value added to the team.
Benefits: Available after probation period
Reporting Structure
- Reports to: Brokerage Manager / Director of Operations
- Works closely with: Brokers Accounting and Marketing/CRM Team.
Reporting Structure
- % of deal files completed with deficiencies.
- Timeliness of deal processing and closing readiness.
- Accuracy of commission calculations and payouts.
- Compliance audit results.
- Broker satisfaction and response times.
Key Responsibilities
Transaction Management & Deal Processing
- Administer all commercial transactions from offer preparation through to closing.
- Open and maintain deal files within Lone Wolf and internal tracking systems.
- Monitor all key transaction milestones including conditions deposits financing and closing dates.
- Ensure timely progression of deals by proactively following up with brokers and stakeholders.
Documentation & Compliance (RECO Standards)
- Review all LOIs Engagement Agreements Amendments and disclosures for completeness and accuracy.
- Ensure compliance with RECO Requirements and brokerage internal policies.
- Maintain a standardized compliance checklist for each deal file.
- Prepare files for internal audits and regulatory review.
Commission & Financial Administration
- Calculate and verify commission structures including:
- Tiered agent splits.
- Referral fees and co-brokerage allocations.
- Internal fees.
- Coordinate with accounting to ensure accurate and timely commission disbursements.
- Track deposits commission receivables and outstanding brokerage fees.
- Reconcile deal financials against executed agreements.
Broker Support & Deal Execution
- Act as the primary administrative support for brokers on active transactions.
- Assist in preparation and review of offers amendments and deal documentation.
- Provide guidance to brokers on required documentation and compliance standards.
- Respond to internal inquiries regarding deal status commissions and file requirements.
Coordination with External Stakeholders
- Liaise with lawyers accountants lenders landlords and clients to facilitate smooth closings.
- Ensure all required documentation is delivered to relevant parties on time.
- Follow up on outstanding conditions deposits and closing deliverables.
CRM Reporting & Pipeline Management
- Maintain accurate and up-to-date deal records in Lone Wolf and CRM systems.
- Track deal pipeline projected closings and Gross Commission Income (GCI)
Risk Management & Quality Control
- Identify missing documentation discrepancies or compliance risks early in the process.
- Escalate issues to the Brokerage Manager or Principal as required.
- Ensure all deficiencies are resolved prior to closing and commission payout.
Process Improvement & Operational Support
- Assist in refining transaction workflows templates and internal procedures.
- Support implementation and optimization of systems such as Lone Wolf and CRM tools.
Requirements
2 years in commercial real estate administration deal processing or brokerage operations. Strong understanding of commercial transactions and deal structures. Working knowledge of RECO compliance requirements. Experience with Lone Wolf or similar transaction/CRM platforms preferred. Proficiency in Microsoft Office (Excel Word Outlook) Exceptional attention to detail and accuracy. Highly organized with the ability to manage multiple transactions simultaneously. Strong communication and stakeholders coordination skills. Proactive problem-solving and risk identification.
Benefits
What our client offers:
- Opportunities for leadership and advancement.
- Competitive compensation structure including benefits after probational period.
- Start and end time flexibility.
- A fun and dynamic team to work with.
We thank all who apply for this position. We commit to "communicate quickly communicate often and communicate well". All applicants will be contacted within 5 business days.
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We value diversity!! We recruit hire and promote both internally and to our clients without regard to race national or ethic origin colour age religion sex sexual orientation gender identity or expression marital status family status genetic characteristics or disability. Accommodations are available for candidates during all aspects of the selection process. IND1
Required Skills:
2 years in commercial real estate administration deal processing or brokerage operations. Strong understanding of commercial transactions and deal structures. Working knowledge of RECO compliance requirements. Experience with Lone Wolf or similar transaction/CRM platforms preferred. Proficiency in Microsoft Office (Excel Word Outlook) Exceptional attention to detail and accuracy. Highly organized with the ability to manage multiple transactions simultaneously. Strong communication and stakeholders coordination skills. Proactive problem-solving and risk identification.
