BROKERAGE ADMINISTRATOR / LISTING COORDINATOR

PART-TIME BROKERAGE ADMINISTRATOR / LISTING COORDINATOR

Royal LePage Pinnacle Real Estate Brokerage
Location: Oakville, Ontario
Position: Part-Time
Schedule: Weekends & Select Evenings
Hours: Flexible part-time schedule based on brokerage needs

About Royal LePage Pinnacle

Royal LePage Pinnacle is a growing real estate brokerage serving agents and clients across the GTA. We are looking for a reliable, organized, and detail-oriented Part-Time Brokerage Administrator / Listing Coordinatorto support our brokerage operations, particularly during evenings and weekends.

This is an excellent opportunity for someone with real estate administrative experience who is familiar with MLS systems, WebForms, and brokerage paperwork and enjoys working in a fast-paced, professional office environment.

Key Responsibilities

MLS & Listing Administration

• Broker load and manage MLS listings through TRREB/REALM
• Input and maintain listing information accurately and efficiently
• Upload and manage property photographs and listing attachments
• Scan, upload, and organize listing documentation
• Process new listings, price changes, extensions, cancellations, relists, and other listing-related changes
• Ensure listing information accurately reflects the corresponding brokerage paperwork
• Assist with maintaining accurate and up-to-date listing records

Real Estate Documentation

• Prepare and process offers, amendments, waivers, notices, and other real estate documentation using WebForms
• Review documents for completeness and accuracy
• Scan, file, and organize transaction and listing documentation
• Ensure required paperwork is properly maintained and accessible

Deposit Administration

• Monitor the brokerage bank account for incoming deposits
• Process and record new deposit receipts
• Receive physical bank drafts and other deposit documentation
• Issue deposit receipts upon receipt and confirmation of funds
• Maintain accurate records of deposits and supporting documentation
• Communicate deposit information to the appropriate brokerage team members

Administrative & Office Support

• Maintain and update client databases, spreadsheets, and internal records
• Assist with general administrative duties including filing, photocopying, scanning, printing, and document organization
• Maintain organized electronic and physical filing systems
• Greet and assist clients, visitors, agents, and team members in a professional and friendly manner
• Respond to general inquiries and direct questions to the appropriate team member when required
• Support the day-to-day operations of the brokerage
• Help maintain a clean, organized, and professional office environment
• Ensure reception and common areas are clean, organized, and presentable

Preferred Qualifications

• Previous experience in a real estate brokerage, real estate administration, or similar administrative role
• Familiarity with TRREB / REALM
• Experience with WebForms
• Knowledge of standard Ontario real estate forms and documentation
• Familiarity with Google Drive and Google Workspace
• Proficiency in Microsoft Office, particularly Word and Excel
• Strong computer, email, and internet skills
• Knowledge of real estate marketing and social media platforms is considered an asset
• Strong attention to detail and accuracy
• Excellent organizational and time-management skills
• Ability to multitask and prioritize competing deadlines
• Strong communication and interpersonal skills
• Professional, friendly, and service-oriented approach
• Ability to work independently and exercise good judgment
• Reliable and comfortable working evenings and weekends

What We're Looking For

The successful candidate will be someone who takes pride in being organized, accurate, responsive, and dependable. This role requires someone who can work independently, follow established brokerage procedures, and understand the importance of accuracy when handling MLS information, real estate documentation, and deposits.

A strong candidate will be comfortable working in a fast-paced brokerage environment and will have an understanding of the importance of confidentiality, professionalism, and attention to detail when dealing with agents, clients, and transaction-related information.

Schedule

This is a part-time position primarily requiring weekend and select evening availability.

The successful candidate must be flexible and available to provide brokerage coverage during evenings and weekends, based on operational requirements and scheduling.

How to Apply

Please submit your resume and a brief summary outlining your relevant real estate administration experience and availability.

Royal LePage Pinnacle Real Estate Brokerage
Oakville, Ontario