Transaction Coordinator (Contract)

Overview

Admin support for commercial real estate brokers, handling docs, schedules, and coordination.

Key Responsibilities

• document management
• invoice processing
• data systems
• compliance docs
• closing docs
• legal drafting

Tasks

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

Requirements

• microsoft office
• google workspace
• crm tools
• multitasking
• communication
• administrative

What You Bring

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

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About Marcus & Millichap

-Quickly became a leading real estate investment services firm. -Provides a comprehensive range of services, including property sales, financing, and advisory. -Serves investors, developers, and institutional clients in the real estate market. -With offices nationwide, it offers unmatched local market expertise, enabling clients to capitalize on emerging opportunities. -Known for its sophisticated financial tools, provides tailored solutions for diverse real estate transactions. -Specializes in multifamily, industrial, retail, office, and commercial properties. -Regularly handles high-value transactions, including large portfolio deals and major regional developments. -Earned a reputation for its market intelligence and innovative investment strategies. -Recognized for its commitment to long-term client relationships, helping clients maximize returns on real estate investments.

Sector Specialisms