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real estate secretary

Title posted on indeed.com - Real Estate Deals Secretary

Posted on June 26, 2026 by Employer details RE/MAX MILLENNIUM Real Estate

Job details

RE/MAX Millennium is a leading real estate brokerage known for its professional excellence and customer-centric approach. Our team is dedicated to providing unparalleled service and achieving the highest levels of client satisfaction. We are looking for a motivated and detail-oriented Deals Secretary to join our dynamic team. *Job Summary* The Deals Secretary at RE/MAX Millennium plays a crucial role in ensuring the smooth and efficient processing of real estate transactions. This position requires exceptional organizational skills, attention to detail, and the ability to handle multiple tasks simultaneously. The ideal candidate will be responsible for managing and coordinating all administrative aspects of real estate deals from initiation to closure. *Key Responsibilities* * Take ownership of real estate deals from *initiation to closing*, ensuring smooth execution across *residential, commercial, preconstruction transactions*. * Prepare, review, and process all necessary paperwork, contracts, and agreements with high accuracy. * Ensure all documentation meets legal, regulatory, and company compliance standards (RE/MAX Millennium policies and RECO requirements). * Act as the primary point of contact for clients, agents, lawyers, lenders, and other stakeholders throughout the transaction, facilitating communication to resolve issues promptly and ensure deals close efficiently. * Maintain and update CRM and transaction databases with complete and accurate information, tracking timelines, deadlines, and contingencies to prevent delays. * Ensure all transactions comply with real estate regulations, internal policies, and quality standards, flagging any discrepancies or potential risks in deals and escalating appropriately. * Coordinate inspections, appraisals, closings, and meetings with all parties involved in transactions, ensuring schedules align with client expectations and transaction deadlines. * Generate and share regular status updates on transactions with management, agents, and clients, providing insights on transaction trends, pending actions, and deal closures. * Support the real estate team with day-to-day administrative tasks, including email management, phone calls, and documentation support, while collaborating effectively with agents, management, and support teams to maintain high operational efficiency. * Proactively identify opportunities to improve processes and enhance deal closure rates, ensuring a seamless experience for clients and agents alike. *Qualifications* * Experience: Previous 3+ years of experience in real estate administration or a similar role preferred. * Excellent organizational and time-management skills. * Strong attention to detail and accuracy. * Proficiency in Microsoft Office Suite (Word, Excel, Outlook). * *Experience with Lone Wolf software is required.* * Familiarity with real estate software and databases is an asset. * Excellent verbal and written communication skills. * Ability to work independently and as part of a team. * Knowledge of real estate laws and regulations is a plus. Job Types: Full-time, Permanent Pay: $55,000.00-$75,000.00 per year Benefits: * Casual dress * Company events * On-site parking * Paid time off Ability to commute/relocate: * Woodbridge, ON: reliably commute or plan to relocate before starting work (required) Application question(s): * Do you have experience working in Real Estate industry? Experience: * Closing Deals: 3 years (required) Work Location: In person