Leaf and Palm Realty (UBIDIT) Location: Richmond Hill, ON | Employment Type: Part-Time or Full-Time | Department: Brokerage Operations
About the Role
Leaf and Palm Realty (UBIDIT) is seeking an experienced Deal Administrator & Bookkeeper to manage transaction processing and financial operations for our brokerage. This is a critical role responsible for ensuring every real estate transaction is compliant, accurately documented, and processed efficiently from contract to close, while also supporting the financial health of the office.
Required Qualifications
- Proficiency in LoneWolf (Back Office / Broker software) is mandatory. Candidates without hands-on LoneWolf experience will not be considered.
- Prior experience as a real estate deal/transaction administrator in a brokerage environment
- Strong understanding of real estate purchase agreements, listing agreements, and closing documentation
- High attention to detail and ability to manage multiple files simultaneously under deadline
- Excellent organizational and communication skills
- Bookkeeping or accounting experience is an asset (see additional responsibilities below)
Key Responsibilities — Deal Administration
- Review all incoming purchase agreements, listing agreements, and amendments for completeness, accuracy, and compliance with brokerage and regulatory standards
- Open, process, and manage transaction files from executed contract through to closing/possession
- Input and maintain all transaction and listing data in LoneWolf, ensuring records are accurate and up to date
- Track and manage key transaction dates, deadlines, and conditions (financing, inspection, subject removal, closing, etc.) and follow up with agents as needed
- Prepare and distribute commission calculations, trade record sheets, and disbursement paperwork
- Coordinate with agents, lawyers/notaries, lenders, and other parties to ensure smooth and timely closings
- Ensure all files meet brokerage compliance and regulatory (real estate board/provincial or state) requirements prior to closing
- Maintain organized digital and/or physical transaction files in accordance with record retention policies
- Generate reports on pending, closed, and fallen-through deals for brokerage management
- Liaise with the Managing Broker/Broker of Record on file discrepancies or compliance issues
- Process listing input, changes, and terminations through the applicable MLS system
- Support agents with general administrative questions related to deal paperwork and process
Additional Responsibilities — Bookkeeping (for candidates with accounting experience)
- Process accounts payable and accounts receivable for the brokerage
- Reconcile bank accounts, trust accounts, and commission trust ledgers
- Prepare and process commission disbursements and agent statements
- Assist with month-end and year-end financial reporting
- Maintain general ledger entries related to brokerage operations
- Support preparation of financial statements for the Broker/Owner
- Assist with payroll-related administration, as needed
- Ensure trust accounting practices comply with provincial/state real estate regulations
What We Offer
- Competitive compensation based on experience
- A supportive, established brokerage environment
- Opportunity to take ownership of the deal administration process
How to Apply
Please submit your resume, along with details of your LoneWolf and deal administration experience.
Pay: From $20.00 per hour
Work Location: In person
