Deal Secretary & Office Manager

Full Time
  • Full Time
  • Toronto

Heaps Estrin Real Estate Team

About The Heaps Estrin Team

The Heaps Estrin Team is a Toronto-based real estate brokerage. We’ve grown from a small business into one of Toronto’s most successful and respected real estate brokerages due to our unwavering commitment to client service, unparalleled market knowledge, and industry-leading marketing approach.

We are proud to consistently produce results above market averages and provide an experience that inspires repeat and referral business (which we consider the highest honour).

For us, real estate is about people. It’s about people making life-changing decisions.

Position Overview

As the Deal Secretary and Office Manager, you will play a pivotal role in supporting our deal processes by being accountable for smoothly and efficiently handling administrative tasks related to transactions. You will also manage a reception team and work closely with our agents and staff to facilitate the execution of deals, maintain accurate records, and ensure compliance with regulatory requirements.

You will be accountable for the accuracy and completeness of critical inputs into our Client Relationship Management, Client Experience, Project Management, and Deal processing systems within your mandate. You will oversee the smooth and efficient operation of our 1391 Bayview brokerage and workplace.

Deal Secretary Responsibilities

Manage documentation and paperwork associated with deals, including contracts, agreements, and transactional documents.

Coordinate communication and information flow between the internal team, clients, cooperating agents, lawyers, and our trust accounting partners.

Manage the translation of email correspondence into our CRM and Deal System. Organize and maintain deal files and database, ensuring accuracy, completeness, and efficiency.

Hold all relevant parties accountable for the quality and timeliness of their inputs into our systems. Cooperate with the leadership team to escalate performance issues, assist in training, and provide support to resolve common mistakes.

Audit all client files for completeness.

Collaborate with our Finance partner to audit deal payouts and related expenses.

Office & Reception Manager

Team Management
Lead and manage the hourly reception team Weekdays (8:30-5:30).

Be available for reception staff questions on evenings and weekends.

Train, develop and performance manage reception staff.

Schedule the hourly team.

Office Management
Coordinate and manage the quality of:
Complete monthly supply orders

Support the planning and execution of team celebrations and office decorating.

Administer Printer Access.

Scan Invoices.

Order Snacks and beverages.

Design the monthly team calendar.

Support the Weekly Sales Meeting.

Manage vendors related to office management

Own all processes related to reception.

Take on the 9am-noon shift at the front desk.

Answer Phones.



Brokerbay Management.

Updating Window signs.

Creating Open House Signs.

Facilitating credit checks.

People and HR
Managing the onboarding Agents and Staff

Tracking vacation days and sick days

Emergency Contact management

HR file management

Technology assignment Tracking

Benefits Enrolment

Coordinate the Great Places to Work survey

Co-Op student management


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