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Transaction Coordinator

2 weeks ago

Vancouver, British Columbia, Canada Marcus & Millichap Full time
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
$60,000 - $65,000 a year The anticipated salary range for candidates who will work in Vancouver, BC, Canada is $60,000 - $65,000 annual. The final salary offered to a successful candidate will be dependent on several factors that may include but are not limited to the type and length of experience within the industry, education, etc. Marcus & Millichap is a multi-province employer, and this salary range may not reflect positions that work in other provinces.  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? We'd love to hear from you. Apply through LinkedIn or send your resume and a short note about why you're a great fit to [email protected] We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.