Job Summary

Position Summary

The Real Estate Deal Secretary / Transaction Coordinator is responsible for providing comprehensive administrative, transactional, accounting, and coordination support to the brokerage. The position plays an important role in ensuring that all real estate transactions are processed accurately, efficiently, and in accordance with brokerage policies, applicable legislation, regulatory requirements, and established procedures.

The successful candidate will be responsible for processing incoming purchase, sale, and lease transactions from the initial submission through to completion and closing. The position also provides accounting and administrative support, including deposit processing, monthly reconciliations, payroll processing, bookkeeping, accounts receivable and payable, and communication with real estate professionals, lawyers, other brokerages, clients, and third-party service providers.

Key Responsibilities1. Real Estate Transaction Processing

- Receive, review, and process all incoming real estate transaction files, including:
- Purchase transactions
- Sale transactions
- Lease transactions
- Amendments, waivers, notices, and related transaction documents
- Review transaction documents for completeness, accuracy, signatures, dates, and required information.
- Enter and maintain transaction information in the brokerage's transaction management and accounting systems.
- Ensure all required documents are properly organized and maintained in the appropriate transaction files.
- Monitor transaction deadlines, conditions, closing dates, and other important dates.
- Follow up with brokers and sales representatives regarding missing documents or outstanding requirements.
- Ensure transactions are processed and closed in a timely and organized manner.
- Maintain accurate and up-to-date electronic and physical transaction records.

2. Deposit Processing and Trust Administration

- Receive and process deposits in accordance with brokerage procedures and applicable regulatory requirements.
- Verify deposit amounts, transaction details, and supporting documentation.
- Record deposits accurately in the appropriate accounting and transaction systems.
- Coordinate with banks, lawyers, brokers, and other parties regarding deposit confirmations and related documentation.
- Monitor outstanding deposits and follow up as required.
- Maintain proper records relating to deposits and transaction funds.

3. Transaction Closing and Follow-Up

- Monitor all transactions approaching closing and ensure outstanding requirements are completed.
- Communicate with cooperating brokerages, lawyers, sales representatives, and other parties to facilitate timely completion of transactions.
- Obtain and organize closing documentation and confirmations.
- Ensure transaction records are complete following closing.
- Process commission-related information and ensure applicable documentation is properly recorded.
- Follow up on outstanding commissions, adjustments, invoices, and other transaction-related amounts.

4. Monthly Reconciliations and Accounting

- Perform monthly bank and accounting reconciliations.
- Assist with reconciliation of brokerage accounts and transaction records.




- Review accounting entries and investigate discrepancies or outstanding items.
- Prepare and maintain supporting documentation for reconciliations.
- Ensure accounting records are complete, accurate, and properly maintained.
- Assist management and accounting personnel with financial reporting and other accounting requirements.

5. Bookkeeping and Journal Entries

- Enter and maintain journal entries and other accounting transactions.
- Maintain accurate general ledger records.
- Record income, expenses, commissions, deposits, payments, and other financial transactions.
- Assist with month-end and year-end accounting procedures.
- Maintain organized accounting records and supporting documentation.
- Identify and report accounting discrepancies or unusual transactions to management.

6. Accounts Receivable and Accounts Payable

- Maintain and monitor accounts receivable.
- Prepare and issue invoices as required.
- Follow up on outstanding receivables and payments.
- Process accounts payable invoices and supporting documentation.
- Verify invoices and obtain appropriate approvals before processing payments.
- Maintain accurate records of outstanding payables and receivables.
- Assist with payment processing and account statements.

7. Payroll Administration

- Process employee payroll accurately and on a timely basis.
- Maintain payroll records and supporting documentation.
- Enter employee hours, wages, deductions, vacation pay, and other payroll information as required.
- Assist with payroll remittances and related reporting.
- Maintain confidentiality of employee compensation and payroll information.
- Coordinate with management and external payroll/accounting providers where applicable.

8. Communication and Coordination

- Communicate professionally and promptly with:
- Real estate brokers and sales representatives
- Other real estate brokerages
- Lawyers and law firms
- Clients and transaction parties
- Financial institutions
- Accountants and other professional advisors
- Vendors and service providers
- Respond to inquiries regarding transaction status, documentation, deposits, commissions, and closing requirements.
- Maintain professional working relationships with internal and external stakeholders.
- Escalate transaction, accounting, compliance, or administrative issues to management when appropriate.

9. Compliance and Record Keeping

- Follow brokerage policies, procedures, and internal controls.
- Maintain complete and accurate transaction and accounting records.
- Assist management in ensuring that transaction files meet applicable regulatory and brokerage requirements.
- Maintain confidentiality of client, employee, transaction, and financial information.
- Handle sensitive documents and financial information with a high degree of professionalism and discretion.
- Assist with audits, reviews, regulatory requests,



and other administrative requirements when requested by management.

10. General Administrative Duties

- Provide general administrative support to the Broker of Record and management.
- Maintain organized filing systems and transaction records.
- Prepare correspondence, reports, spreadsheets, statements, and other documents as required.
- Assist with office administration and brokerage operational requirements.
- Maintain calendars, deadlines, and transaction schedules where required.
- Perform other related duties and special projects as assigned by management.

Required Skills and Qualifications

- Previous experience in real estate administration, transaction coordination, brokerage administration, accounting, bookkeeping, or a related field.
- Strong understanding of real estate transaction documentation and processes.
- Robust organizational and time-management skills.
- Excellent attention to detail and accuracy.
- Ability to manage multiple transactions and deadlines simultaneously.
- Strong written and verbal communication skills.
- Professional and courteous manner when dealing with brokers, lawyers, clients, and other professionals.
- Strong bookkeeping and accounting skills.
- Experience with accounts receivable, accounts payable, reconciliations, and journal entries.
- Payroll processing experience is an asset.
- Proficiency with Microsoft Office, particularly Excel and Outlook.
- Experience with real estate transaction management and accounting software is an asset.
- Ability to work independently while also working effectively as part of a team.
- Ability to maintain strict confidentiality regarding financial, employee, client, and transaction information.

Key Performance Expectations

The successful candidate is expected to:

- Process transactions accurately and efficiently.
- Meet all transaction and accounting deadlines.
- Maintain complete and properly organized transaction files.
- Ensure deposits and financial transactions are recorded accurately and promptly.
- Complete monthly reconciliations accurately and on schedule.
- Maintain accurate bookkeeping, accounts receivable, accounts payable, and payroll records.
- Communicate promptly and professionally with all relevant parties.
- Identify and report discrepancies or potential issues to management.
- Maintain confidentiality and exercise sound judgment when handling sensitive information.
- Provide reliable administrative support to the brokerage and management team.

Other Duties

The duties and responsibilities outlined above are intended to describe the general nature and level of work associated with this position. The employee may be required to perform additional related duties, responsibilities, and special projects as assigned by the Broker of Record or management from time to time.

This job description may be amended or updated by management as the operational needs of the brokerage change.

Join us in a role that combines energetic coordination with detailed execution! Bring your passion for real estate, your multilingual talents, and your commitment to exceptional service as you help drive successful property transactions every day!

Pay: From $40,000.00 per year

Benefits:

- On-site parking

Work Location: In person

📌 Deal Secretary/Transaction Coordinator (Canada)
🏢 REu002FMAX ACE REALTY
📍 Canada