About Bespoke Realty Inc.

Bespoke Realty Inc. is a forward-thinking boutique real estate brokerage based in Markham & Pickering, Ontario. We pride ourselves on providing high-touch support to our agents and clients, driven by efficient systems, technology, and compliance. We are seeking an experienced, detail-oriented Real Estate Deal Administrator to manage our transaction lifecycle, ensure regulatory compliance, and help formalize our deal workflows and Standard Operating Procedures (SOPs).

What You’ll Do

- Transaction Processing & Trade Records: Audit incoming Agreements of Purchase and Sale (APS), leases, assignments, and amendments; enter transactions into our back-office system (Lone Wolf / Back Office), and create compliant Trade Record Sheets.
- Trust & Deposit Administration: Log, verify, and reconcile statutory trust deposits in accordance with TRESA guidelines; track deposit deadlines and flag discrepancies immediately.
- Compliance & Auditing: Audit transaction files for complete TRESA, FINTRAC, and brokerage disclosures before approving for closing.
- Commissions & Invoicing: Calculate gross commission income (GCI), agent/team splits, brokerage fees, and co-op deductions; generate commission invoices and trade accounts.
- Closing & Payouts: Monitor upcoming closings, confirm receipt of funds from lawyers/cooperating brokerages, issue commission disbursements, and process return of excess deposits.
- Process Building & SOPs: Collaborate with the Broker of Record to develop and maintain clear, documented checklists, escalation protocols, and standard operating procedures for transaction flow.
- Agent & Lawyer Support: Address agent inquiries regarding deal status, commission statements, and transaction documents with professionalism and promptness.
- Escalations: Identify compliance red flags,



trust discrepancies, or commission disputes and prepare succinct, well-documented summaries for the Broker of Record.

Qualifications & Experience

- Experience: Minimum 2–3+ years of direct deal administration / trade processing experience within an Ontario real estate brokerage.
- Software: Proven hands-on proficiency with Lone Wolf / Back Office (BrokerWolf), TransactionDesk/Authentisign or DocuSign, and TRREB/PropTX/REALM systems.
- Regulatory Knowledge: Deep understanding of TRESA, RECO guidelines, FINTRAC regulations, and real estate trust accounting practices.
- Independence & Judgment: High autonomy, keen eye for numerical and legal discrepancies, and the maturity to escalate issues with full context and proposed resolutions.
- Communication: Exceptional professional written and verbal English communication when interacting with agents, cooperating brokerages, and real estate lawyers.

Schedule & Flexibility

- Estimated Hours: Approximately 10–15 hours per week to start, with flexibility to scale as deal volume grows.
- Work Arrangement: Hybrid / Remote flexibility. Deal entry and auditing can largely be done outside standard business hours (evenings/weekends), provided there is brief daytime availability for urgent trust deposits, lawyer inquiries, and closing confirmations.

Pay: $20.00-$30.00 per hour

Expected hours: 10.0 – 15.0 per week

Advantages:

- Flexible schedule
- Work from home

Application question(s):

- How many years of Ontario real estate brokerage deal processing experience do you have?
- Do you have hands-on experience entering trade records and processing payouts in Lone Wolf (Back Office / BrokerWolf)?
- Are you familiar with TRESA documentation standards, trust deposit timelines, and FINTRAC compliance rules?

Work Location: Hybrid remote in Pickering, ON L1V 1B5

📌 Real Estate Deal Administrator / Transaction Coordinator (Part-Time / Hybrid) (Pickering)
🏢 Bespoke Realty
📍 Pickering