Real Estate Transaction Coordinator

Fraser & Co. (the Michelle Fraser Team) is a boutique real estate team in Pickering, Ontario, Canada, operating under RE/MAX Hallmark Fraser Group Realty. We represent sellers, buyers, landlords and tenants across Durham Region and the Greater Toronto Area. The team was founded by Michelle Fraser, who brings more than 25 years in the market.

We are hiring a full-time listing and transaction coordinator for our Client Care team. You will run the paperwork and systems side of our transactions and report to our Client Care Manager. This is a long-term role. Transaction coordination is the core of the job, and the scope will change as the business grows. We want someone who adapts quickly and is comfortable taking on new systems and tasks.

THE STANDARD

Accurate paperwork and timely follow-through protect our clients and keep deals moving. Before you submit anything for review, check it against the approved source documents.

Done right means:

- The correct, current form or template for the transaction and the side we represent

- Every name, contact detail, property fact, price, date and deadline checked against the source

- Showing instructions entered exactly as the seller gave them

- Missing, conflicting or unclear information flagged right away, never guessed

- No file marked complete while a required document is outstanding

Agents review documents before anything is signed. That review is a second check, not your first.

SCHEDULE

- Monday to Friday, flexible hours between 10:00 AM and 8:00 PM Toronto time: 7 paid hours total per day

- On-call outside the shift for time-sensitive offer and deadline work. On-call time worked is paid at your hourly rate. We explain how on-call works during the interview stage.

PAY

- CAD $6 (USD$4.25) to $8 (USD$5.7) per hour, based on experience

- Paid in Canadian dollars, twice a month. The USD figure above is approximate and moves with the exchange rate.

- Your rate is reviewed based on performance

WHAT YOU GET

- A long-term, full-time position

- A direct manager and written workflows (SOPs) to work from

- Training on Ontario forms, our systems and our standards

- Room to grow as the role and the business expand

WHAT YOU WILL DO

- Build MLS listings in PropTx Realm from our intake forms, GeoWarehouse reports and past listings, and submit them once approved. Update open houses and set up showings in BrokerBay exactly as the seller directs.

- Prepare listing agreements, amendments and listing packages in DocuSign from approved templates and agent instructions. Agents approve every document before it goes for signature.

- Prepare offer summaries and track conditions, deposits and deadlines on every deal

- Keep every SkySlope compliance file complete under our brokerage procedures: FINTRAC ID forms, deposit receipts, receipt of funds, lawyer details and commission

- Update Follow Up Boss (client details, deal stages, data clean-up, follow-up lists), Sisu, and our listing and sales trackers

- Prepare open house info sheets, and set up and file transaction folders in Google Drive

- Work the Client Care inbox: request missing documents from our agents and cooperating brokerages, and draft client email s for our team to send. You will not contact clients directly.

- Use AI tools inside our written workflows, and check every output against the source

- Protect client information. You will handle ID documents, contracts and personal data, and must follow our rules on system access, document handling and what may be entered into AI tools.

- Take on other administrative and operations work as the needs of the business change

MUST HAVE

- Prior real estate admin or transaction coordination experience. We train you on Ontario forms and our workflows, not on real estate basics.

- Hands-on experience entering listings into an MLS system

- Experience preparing real estate forms and sending them through DocuSign

- CRM experience

- Google Workspace: Gmail, Drive and Sheets

- Clear, accurate written English

- Primary internet plus a backup connection, backup power, and a quiet workspace with a webcam and headset

- Full availability for the schedule above

NICE TO HAVE

- Ontario experience: OREA forms, PropTx Realm or TRREB MLS, FINTRAC records

- Follow Up Boss, SkySlope, BrokerBay, ClickUp

- Regular use of AI tools in your work

HOW TO APPLY

We review complete applications only. Following instructions exactly is part of this job. Applications are text only, so send links, not files.

1. Use this subject line: Transaction Coordinator | Your Full Name | Years in Real Estate Admin

2. Start your message with the word IRREVOCABLE.

3. Resume (required): paste a link to your resume. Google Drive or Dropbox is fine. Set sharing to "Anyone with the link can view" and check that the link opens.

4. Work samples (optional): paste links to public listings you entered (MLS, ---------- , Zillow or similar), or to blank templates, checklists, trackers or SOPs you built. Do not share anything that shows client names, ID documents or contract details.

5. Answer the five questions below in your own words. Label your answers Q1 to Q5 and keep each one to 2 to 4 sentences.

QUESTIONS

Q1. Tell us about your real estate experience: the markets or countries you supported, the work you handled, and the systems you used.

Q2. Tell us about a mistake you made at work. How was it found, and what did you change afterward?

Q3. Tell us about a time your role or priorities changed quickly. How did you adapt?

Q4. What other clients or jobs do you have right now, and how many hours a week do they take?

Q5. Can you work flexibly between 10:00 AM to 8:00 PM Toronto time, Monday to Friday, plus paid on-call time? What hourly rate within the posted range do you expect, and why? What is your earliest start date?