The Transaction Coordinator provides administrative support for a commercial real estate team, managing documents, scheduling, and communication with clients and stakeholders.
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
Why Join Us?
You’ll be part of a supportive team that’s active across a diverse range of commercial asset classes and client relationships. We value reliability, precision, and initiative — and you’ll play a key role in shaping the operational backbone of our success.
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