Closing Administrator (Contract)

OPPORTUNITY 

As part of its continued growth, the Fengate Sales, Leasing and Marketing team is seeking a Closing Administrator for a one-year contract, who will support the real estate closing process for condo units on behalf of Fengate. This is a hybrid role, based out of the Toronto office at 77 King Street West. 

In this role, you’ll work closely with agents, clients, lenders, and attorneys to coordinate all aspects of the closing process, from contract to close. This is an exciting opportunity to contribute to a high-performing team in a fast-paced, client-focused environment where precision and professionalism are key. 

KEY RESPONSIBILITIES 

Financial Management 

• Disbursement Tracker Oversight: Review and verify the accuracy of disbursement data against the closing spreadsheet and individual purchase agreements. 

• Deposit Ledger Management: Collaborate with legal counsel to validate receipt of deposits in accordance with contractual obligations. 

• Statements of Adjustments Review: Ensure all financial adjustments including taxes, fees, and other transaction-related costs are accurate and properly documented. 

Stakeholder Communications 

• Primary Liaison: Serve as the main point of contact between third-party customer care, homeowners, and project leadership for all closing-related inquiries. 

• Purchaser Communication: Provide clear, timely, and professional communication to purchasers and their legal representatives regarding closing procedures, fees, and requirements. 

• Legal Coordination: Engage with project counsel as needed to support closing activities. 

Administrative Support 

• Closing File Management: Prepare and maintain the closing spreadsheet by conducting thorough audits and reviews of purchase agreements. 

• Schedule Tracking: Coordinate with third-party customer care, construction, legal, and other stakeholders to monitor and update key dates, including PDI, occupancy, and closings. 

• Document Control: Track and archive purchase and sale agreements along with all related amendments to ensure complete and accurate records. 

• Commission Tracker Administration: Review brokerage invoices and manage the commission tracker to ensure payments align with contractual agreements. 

• Legal Documentation: Ensure all legal documents are properly signed, submitted, and securely stored. 

• General Project Administration: Support miscellaneous project needs such as homeowner communications, event coordination, customer care assistance, and late-stage sales or marketing initiatives. 

KEY QUALIFICATIONS 

• Associate or bachelor’s degree in real estate, business administration, or a related field  

• 10 years of experience in real estate, title, escrow, or legal administrative work 

• Deep and recent experience in occupying and closing condominiums in Southern Ontario 

• Expert knowledge of real estate transaction processes and documentation 

• Communication: Strong verbal and written communication to liaise with agents, clients, lawyers, and lenders 

• Organization: Ability to manage multiple transactions and deadlines simultaneously 

• Attention to Detail: Ensuring accuracy in contracts, disclosures, and closing documents 

• Problem-Solving: Ability to resolve issues that may arise during the closing process 

• Experience with real estate software (e.g., DocuSign, BuildIQ, Yardi or similar platforms)

LOCATION

3 days a week in the Toronto office (77 King Street West). 

Fengate is an equal opportunity employer, we strive to attract and retain a diverse workforce and are committed to promoting diversity, equity, inclusion, and belonging in the workplace. It is a core priority at Fengate to create, operate with, and continuously grow and sustain an inclusive culture that respects and connects the diversity of our team, our clients, our partners, and the communities we work in.  

We are committed to providing accommodation for persons with disabilities. If you require accommodation, we will work with you to meet your needs. 

We thank all applicants for their interest in this position; however only candidates selected for an interview will be contacted.