Deal Administrator

4Sight Search Solutions Inc.

2d•Onsite

About The Position

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.

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.

Responsibilities

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.
Review all LOI's, 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.
Calculate and verify commission structures, including tiered agent splits, referral fees and co-brokerage allocations, and 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.
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.
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.
Maintain accurate and up-to-date deal records in Lone Wolf and CRM systems.
Track deal pipeline, projected closings, and Gross Commission Income (GCI).
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.
Assist in refining transaction workflows, templates, and internal procedures.
Support implementation and optimization of systems such as Lone Wolf and CRM tools.