New Homes and Condominium Administrator - 6 month contract

McMillan LLP•Toronto, ON

5d•Hybrid

About The Position

McMillan is seeking a New Homes & Condominium Administrator to join their Toronto Legal Support Services team. This role provides comprehensive administrative support across all new homes and condominium transactions, from file opening through to closing, and serves as a key point of coordination between legal professionals, clients, and internal departments. This role is for a six-month contract with the potential for permanent full-time employment, and is a hybrid role with a combination of onsite and remote work.

Requirements

A Legal Assistant, Office Administration, or Law Clerk Diploma with a minimum of one to five years of administrative experience within a legal or professional services environment supporting real estate, new homes, or condominium legal work
Strong verbal and written communication skills
Ability to thrive in a fast-paced, high-volume environment while managing multiple priorities simultaneously
Highly organized with exceptional interpersonal and client service skills
Strong attention to detail, particularly in financial tracking, reconciliation, and reporting
Ability to work independently as well as collaboratively as part of a team
Proactive nature and a professional demeanor
Proficiency with Teraview, Conveyancer, Lawyer Done Deal, Firmex, and MS Office, with advanced Excel skills for tracking and reporting purposes
Prior experience with iManage, Intapp, and 3E or similar document management, file opening, and accounting software required

Responsibilities

Manage the full closing lifecycle for condominium, freehold, and low-rise projects, including following up with solicitors, tracking extensions, defaults, terminations, and revivals
Prepare and distribute closing packages and reports to clients
Update and circulate daily closing schedule to internal team members and external clients
Monitor, track, and maintain supporting documentation for incoming wire transfers, cheques, and purchaser deposits for freehold and condominium transactions
Review Agreements of Purchase and Sale, deposits, and amendments, and input relevant data into Lawyer Done Deal; upload surveys, occupancy permits, and closing documents and update solicitor information as needed
Update relevant spreadsheets and Document Management System in coordination with the accounting department
Provide information on wires, deposit slips and details to the Trust Team for tracking and posting
File and deposit all cheques associated with new homes and condominium transactions
Prepare outgoing wires, allocate closing funds, track legal fees for month-end billing, and prepare monthly reports and Evidence of Compliance forms for clients
Manage monthly billing including acquiring invoices, reconciling charges, and allocating costs per project
Issue reports, including deposit, cheque count, and release schedules
Complete LSO levies for closed transactions
Track and send physical copies of HST Rebate Applications to clients on a monthly basis, and follow up with purchaser's solicitors for outstanding rebates
Prepare couriers for terminations, HST rebate forms, and defaults
Assist with other administrative duties as required, including filing, docketing, expenses, cheque requisitions, and wire transfers