Transaction Coordinator (Contract)

What You’ll Do

• Prepare and manage documents related to offers, listing packages, and deal execution
• Coordinate internal team schedules and client appointments
• Organize, attend, and document team meetings — track action items and follow-ups
• Maintain document management systems and transaction records
• Liaise with lawyers, clients, municipalities, and other stakeholders to gather or relay required information
• Assist with property research, marketing coordination, and compiling reports which include but is not limited to:
• Preparing closing documents and conveyancing packages for execution to law firms ahead of completion dates.
• Preparing internal accounting documents related to property transaction reconciliation.
• Organizing, tracking, creating and submitting internal agent commission invoices.
• Drafting various legal assets such as Letters of Intent, Exclusive Listing Agreements, Contracts of Purchase and Sale
• Confidentiality Agreements and bid summaries on an ad-hoc basis upon direction from the broker team for issuance to prospective parties.
• Utilizing extra-provincial data systems such as Sitewise, Autoprop, Salesforce (or other CRMs), BC Registry, GIS sites, SpinIIHost to collect documentation required for the preparation of brokerage-required compliance documents such as FINTRAC and BCFSA forms.
• Support our brokers with anything needed to move transactions forward smoothly

What We’re Looking For

• Proven experience in an administrative or coordination role — ideally in commercial real estate, brokerage, legal, or project management
• Meticulous attention to detail and strong organizational skills
• Comfortable juggling multiple priorities with tight deadlines
• Excellent written and verbal communication
• Strong proficiency in Microsoft Office, Google Workspace, and CRM/project management tools
• Positive, self-motivated, and proactive mindset