Posted 8 months ago

Transaction Coordinator (Contract)

VancouverOn-siteFull-time

AI Summary

Transaction Coordinator supports a team of brokers with in-office admin, document management, scheduling, and liaison duties to move commercial real estate transactions forward.

About this role

Job Posting: Transaction Coordinator – Commercial Real Estate

Location: Vancouver, BC

Employment Type: Full-Time, In-Office | Contract - Temporary maternity leave coverage (expected duration: 12 months)

Experience Level: 2+ years in an administrative, operations, or transaction coordination role

Industry: Commercial Real Estate

About the Role

We’re a high-performing commercial real estate team seeking a Transaction Coordinator to provide essential in-office administrative support to our group of three senior brokers, two associate brokers, and a marketing coordinator. This is a pivotal role that ensures our team runs efficiently, professionally, and collaboratively. You’ll help us stay organized, client-focused, and ahead of deadlines.

What You’ll Do

Prepare and manage documents related to offers, listing packages, and deal execution

Coordinate internal team schedules and client appointments

Organize, attend, and document team meetings — track action items and follow-ups

Maintain document management systems and transaction records

Liaise with lawyers, clients, municipalities, and other stakeholders to gather or relay required information

Assist with property research, marketing coordination, and compiling reports which include but is not limited to:

Preparing closing documents and conveyancing packages for execution to law firms ahead of completion dates.

Preparing internal accounting documents related to property transaction reconciliation.

Organizing, tracking, creating and submitting internal agent commission invoices.

Drafting various legal assets such as Letters of Intent, Exclusive Listing Agreements, Contracts of Purchase and Sale

Confidentiality Agreements and bid summaries on an ad-hoc basis upon direction from the broker team for issuance to prospective parties.

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.

Support our brokers with anything needed to move transactions forward smoothly

What We’re Looking For

Proven experience in an administrative or coordination role — ideally in commercial real estate, brokerage, legal, or project management

Meticulous attention to detail and strong organizational skills

Comfortable juggling multiple priorities with tight deadlines

Excellent written and verbal communication

Strong proficiency in Microsoft Office, Google Workspace, and CRM/project management tools

Positive, self-motivated, and proactive mindset

Skills

AutopropBCFSA FormsBC RegistryCommission InvoicingConfidentiality AgreementsContracts Of Purchase And SaleCRM ToolsExclusive Listing AgreementsFINTRAC FormsGIS ToolsGoogle WorkspaceInternal Accounting DocumentsLetters Of IntentMicrosoft OfficeProject Management ToolsSalesforceSitewise