Transaction Coordinator - 21050

Role: Transaction Coordinator
Priority Location: Global search (LatAm, Philippines, South Africa)
Working Hours: Monday-Friday, 40hrs/week, 9AM-5PM Eastern Time
Target Start Date: ASAP (Urgent Hiring)

The final offer is at the client’s discretion and will depend on the candidate’s interview result, skills, and experience.

About the Company:

A boutique Canadian commercial real estate brokerage specializing in buying, selling, and leasing multifamily properties. Its lean team of three brokers brings over 60 years of combined experience in market analysis, appraisal, and negotiation.

About the Role:

We are seeking an organized, proactive Transaction Coordinator to support a three-broker commercial multifamily real estate team during the post-contract process.

You will manage deals from execution through due diligence to closing by organizing transactions, tracking timelines, coordinating documents, and following up with relevant parties to keep brokers updated. By taking over administrative duties, this role enables brokers to focus on clients, dealmaking, and revenue generation.

Key Responsibilities:

Transaction Coordination

• Manage the administrative and coordination process for commercial multifamily transactions once deals are under contract.
• Maintain a clear overview of every active transaction and its current status.
• Ensure all required steps, documents, deadlines, and follow-ups are tracked throughout the transaction lifecycle.
• Act as the central organizational point for transaction-related information.
• Help move transactions smoothly from contract execution through due diligence and toward closing.
• Identify outstanding items early and proactively follow up rather than waiting for brokers to flag issues.

Critical Dates & Deadline Management

• Review executed agreements and identify important transaction dates and milestones.
• Create and maintain detailed critical date lists for each transaction.
• Track due diligence periods, document deadlines, contingency dates, financing-related milestones, closing dates, and other contractual deadlines.
• Maintain calendars and reminders to ensure the team is aware of upcoming deadlines.
• Proactively alert brokers to approaching dates, outstanding requirements, and potential delays.
• Ensure critical dates are updated when amendments, extensions, or other transaction changes occur.

Due Diligence Coordination

• Coordinate the administrative side of the due diligence process.
• Maintain organized due diligence checklists for active transactions.
• Track required documents and outstanding information.
• Coordinate the receipt and distribution of due diligence materials.
• Follow up with the appropriate parties when documentation or information remains outstanding.
• Maintain organized digital records so the brokerage team can quickly locate required materials.
• Help ensure all required due diligence items are received within the applicable timelines.

Document Management

• Organize transaction documents and maintain accurate electronic deal files.
• Coordinate the delivery and receipt of documents between relevant parties.
• Ensure executed agreements, amendments, reports, due diligence materials, and other transaction documentation are properly stored and easily accessible.
• Track outstanding signatures, documents, and deliverables.
• Maintain consistent file naming, folder structures, and document organization across transactions.
• Help ensure brokers always have access to the latest and correct version of transaction documents.

Communication & Follow-Up

• Communicate professionally with brokers and other transaction stakeholders as required.
• Follow up proactively regarding outstanding documents, deadlines, signatures, and action items.
• Provide brokers with concise updates regarding transaction status and outstanding requirements.
• Escalate potential issues, missed deadlines, or bottlenecks quickly.
• Reduce the amount of time brokers spend chasing administrative items or determining where a transaction currently stands.

Broker Support & Process Improvement

• Provide transaction-related administrative support to all three brokers.
• Develop a strong understanding of how CFRealty manages its transactions and adapt to the team's preferred workflows.
• Help standardize transaction coordination processes across the brokerage.
• Create or improve checklists, templates, trackers, and repeatable processes where appropriate.
• Identify administrative bottlenecks and recommend ways to make the transaction process more efficient.
• Gradually take greater ownership of transaction administration as familiarity with the business grows.

Qualifications & Skills:

• Relevant Experience: 3+ years proven experience as a transaction coordinator or in a similar role, along with administrative assistant experience with substantial transaction responsibilities. Direct hands-on experience with multifamily real estate transactions for a US-based real estate brokerage is highly preferred.
• Transaction Lifecycle Knowledge: A solid grasp of commercial real estate processes, including post-contract support, transaction timelines, and the roles of various stakeholders.
• Operational Execution: Demonstrated ability to manage due diligence, track critical deadlines, and oversee multiple transactions and competing priorities simultaneously.
• Document Management: Strong skills in maintaining organized, accessible electronic deal files and efficient transaction documentation.
• Technical Proficiency: Comfortable utilizing any modern workplace tools such as:
  • Microsoft Office / Google Workspace (Excel/Sheets)
  • Shared calendars and cloud-based file management systems
  • PDF and electronic signature tools
  • CRM and transaction management platforms
  • Virtual communication tools (e.g., Zoom, Slack, MS Teams)

Preferred/Nice to Have:

• Relevant Industry Experience: Strong background in commercial real estate (specifically multifamily investment sales and acquisitions) and experience working with U.S.-based brokerage teams.
• Process & Documentation Management: Familiarity with commercial purchase and sale agreements and closing coordination, along with experience creating transaction checklists, critical date trackers, and SOPs.
• Stakeholder Communication: Experience effectively coordinating and communicating with diverse parties, including buyers, sellers, attorneys, lenders, title/escrow teams, and property managers.
• Remote Collaboration: Proven experience working remotely with U.S.-based teams.