Transaction Coordinator

2 days ago

Vancouver, Canada Marcus & Millichap Full time

**Job Posting**:Transaction Coordinator - Commercial Real Estate

**Location**: Vancouver, BC

**Employment Type**: Full-Time, In-Office \u007C 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.

**Interested?

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