Position Summary

The Office Administrator is responsible for the accurate, timely and organized administration of real estate transaction files from submission through closing and completion. The role also provides general administrative support to the brokerage, including reception coverage and assistance with day-to-day office needs.

Working closely with associates, the Manager, Accounting & Administration, Director, Operations and the Broker of Record, the Office Administrator ensures transaction documentation is received, recorded, organized and followed through to completion.

The position owns the day-to-day administrative workflow associated with brokerage transactions. This allows the Manager, Accounting & Administration to maintain oversight while focusing on accounting, financial controls, trust accounting, commissions and other management responsibilities.

The successful candidate will demonstrate strong organization, accuracy, confidentiality and follow-through. They must be comfortable managing a high volume of files and deadlines, proactively identifying missing information, and balancing transaction priorities with general office support requirements.

Transaction Administration

Administer brokerage transaction files from initial submission through closing, completion and archiving.

Review submitted documentation for administrative completeness and identify missing, incomplete or inconsistent information.

Create and maintain accurate transaction records in brokerage and deal-processing systems.

Follow up with associates regarding outstanding documents, corrections and submission requirements.

Track conditional, firm, pending, closing and completed transactions, keeping file status and key dates current.

Maintain accurate commission instructions, referral details, cooperating brokerage information and other required transaction data.

Record and organize amendments, waivers, notices, mutual releases, assignments, extensions, terminations and other documents affecting transaction files.

Ensure documentation received after initial submission is added to the appropriate file and reflected in transaction records.

Maintain files in accordance with brokerage procedures and record-retention requirements.

Closing Coordination

Maintain an organized schedule of upcoming closings and prepare files for completion.

Review files before closing to confirm required documentation, commission details, referral information and deposit records are complete.

Identify outstanding requirements early and follow up with associates to support timely transaction and commission processing.

Coordinate routine administrative communications and documentation associated with closing.

Monitor changes to closing dates and escalate delayed, failed, extended or otherwise unusual closings.

Finalize and archive completed transaction files in accordance with established procedures.

Deposit Administration





Record deposit information accurately in transaction and brokerage systems.

Obtain and organize receipts of funds and other required deposit documentation.

Track expected deposits and promptly identify missing deposits, documentation or information.

Coordinate routine deposit documentation and maintain complete administrative records.

Immediately escalate discrepancies, unusual instructions, requests to release funds, competing claims, mutual releases or any uncertainty involving trust funds.

Refer decisions concerning the handling or release of trust funds to the Manager, Accounting & Administration and the Broker of Record, as appropriate.

Commission and Deal Processing Support

Maintain the transaction information required for accurate and timely commission processing.

Confirm commission structures, cooperating brokerage details, referral obligations and authorized deductions are documented.

Prepare routine commission documentation and statements using established brokerage procedures.

Identify missing or inconsistent commission information and obtain clarification or escalate it for direction.

Ensure required deal and commission information is complete before closing.

Track commissions expected from cooperating brokerages and flag outstanding receivables to the Manager, Accounting & Administration for follow-up.

Escalate non-standard commission arrangements, disputes, unusual deductions, advances, chargebacks and other exceptions.

Referral Administration

Maintain incoming and outgoing referral documentation associated with transactions.

Ensure referral agreements or appropriate written instructions are received and retained in the applicable file.

Record referral details accurately and track obligations associated with pending transactions.

Identify missing documentation or discrepancies before closing.

Provide complete referral information to the Manager, Accounting & Administration for invoicing, payment and reconciliation.

Escalate unusual or disputed referral arrangements for direction.

Associate Support

Serve as the primary administrative contact for routine transaction-processing matters.

Respond promptly and professionally to questions about file status, outstanding documentation and established submission requirements.

Help associates understand and follow brokerage transaction-submission procedures.

Communicate clearly regarding missing information, required corrections and approaching deadlines.

Maintain appropriate boundaries between administrative assistance and legal or regulatory advice.

Refer questions involving trading conduct, contractual interpretation,



regulatory requirements or brokerage policy decisions to the Broker of Record.

General Office Support and Reception Coverage

Provide reception coverage during breaks, absences and other periods when support is required.

Greet clients, associates, visitors and service providers professionally and direct them to the appropriate person.

Answer and direct incoming calls, take accurate messages and respond to routine inquiries.

Receive, distribute and coordinate mail, deliveries and courier packages.

Assist with routine correspondence, document preparation, scanning, copying, filing and other administrative tasks.

Help keep reception, meeting rooms and shared office areas organized and ready for use.

Monitor office supplies and coordinate replenishment through established procedures.

Assist with meeting preparation, scheduling and other day-to-day office needs as assigned.

Coordinate competing priorities with the Manager, Accounting & Administration so reception coverage and office support are provided while transaction deadlines are met.

Maintain confidentiality and exercise discretion when handling documents, conversations and visitor inquiries.

Transaction Tracking and Reporting

Maintain an accurate tracking system covering active transactions, key dates, upcoming closings and completed files.

Monitor approaching conditional and closing dates and identify files requiring attention.

Track outstanding documentation and follow up consistently.

Provide the Manager, Accounting & Administration and the Broker of Record with clear updates on upcoming closings, outstanding requirements and transaction issues.

Immediately escalate significant deficiencies, unusual circumstances or matters that may create financial, regulatory or operational risk.

Records and Compliance Support

Maintain complete, organized and readily retrievable transaction and administrative records.

Follow established brokerage procedures, recordkeeping requirements and confidentiality practices.

Assist with preparing records for brokerage reviews, regulatory inquiries, audits and other authorized examinations.

Keep transaction files ready for review or inspection.

Protect confidential client, associate, financial and brokerage information.

Process Improvement

Identify recurring documentation deficiencies, administrative bottlenecks and opportunities to simplify transaction workflows.

Assist with developing and maintaining checklists, procedures and reference materials.

Support consistent transaction-submission and processing standards across the brokerage.

Share recurring associate questions or documentation issues that may benefit from additional communication or training.

Work with the Manager, Accounting & Administration and the Director, Operations to improve administrative processes.

Pay: $20.00-$22.00 per hour

Expected hours: 40.0 per week

Perks:

- In office parking

Work Location: In person

📌 Office Administrator (Peterborough)
🏢 Coldwell Banker Electric Realty, Brokerage
📍 Peterborough