New Homes and Condominium Administrator - 6 month contract

Your Next Opportunity

Would you like to be a part of Canada’s leading and progressive Business Law firm?

McMillan is seeking a New Homes & Condominium Administrator to join our Toronto Legal Support Services team. This role provides comprehensive administrative support across all new homes and condominium transactions, from file opening through to closing, and serves as a key point of coordination between legal professionals, clients, and internal departments.

Please note that this role is for a six-month contract (with the potential for permanent full-time), including a hybrid role with a combination of onsite and remote work.

What You’ll Do

• Manage the full closing lifecycle for condominium, freehold, and low-rise projects, including following up with solicitors, tracking extensions, defaults, terminations, and revivals


• Prepare and distribute closing packages and reports to clients


• Update and circulate daily closing schedule to internal team members and external clients


• Monitor, track, and maintain supporting documentation for incoming wire transfers, cheques, and purchaser deposits for freehold and condominium transactions


• Review Agreements of Purchase and Sale, deposits, and amendments, and input relevant data into Lawyer Done Deal; upload surveys, occupancy permits, and closing documents and update solicitor information as needed


• Update relevant spreadsheets and Document Management System in coordination with the accounting department


• Provide information on wires, deposit slips and details to the Trust Team for tracking and posting


• File and deposit all cheques associated with new homes and condominium transactions


• Prepare outgoing wires, allocate closing funds, track legal fees for month-end billing, and prepare monthly reports and Evidence of Compliance forms for clients


• Manage monthly billing including acquiring invoices, reconciling charges, and allocating costs per project


• Issue reports, including deposit, cheque count, and release schedules


• Complete LSO levies for closed transactions


• Track and send physical copies of HST Rebate Applications to clients on a monthly basis, and follow up with purchaser's solicitors for outstanding rebates


• Prepare couriers for terminations, HST rebate forms, and defaults


• Assist with other administrative duties as required, including filing, docketing, expenses, cheque requisitions, and wire transfers

What You Bring

• A Legal Assistant, Office Administration, or Law Clerk Diploma with a minimum of one to five years of administrative experience within a legal or professional services environment supporting real estate, new homes, or condominium legal work


• Strong verbal and written communication skills


• Ability to thrive in a fast-paced, high-volume environment while managing multiple priorities simultaneously


• Highly organized with exceptional interpersonal and client service skills


• Strong attention to detail, particularly in financial tracking, reconciliation, and reporting


• Ability to work independently as well as collaboratively as part of a team


• Proactive nature and a professional demeanor


• Proficiency with Teraview, Conveyancer, Lawyer Done Deal, Firmex, and MS Office, with advanced Excel skills for tracking and reporting purposes


• Prior experience with iManage, Intapp, and 3E or similar document management, file opening, and accounting software required

McMillan Offers You

Growth

Mentorship and Support

Training as Software Evolves

Commensurate Compensation and Benefits Package

Fun Work Environment

Continuous Learning & Development

Salary range - $53K - $60K

McMillan = You

At the heart of our commitment to being a first-mover on important issues, McMillan believes that equity, diversity and inclusion are catalysts for success. By embracing our differences, we create an inclusive culture that enriches our collective knowledge, broadens our perspectives, and propels us forward. We are dedicated to fostering an environment where everyone feels empowered to bring their whole selves to work, knowing it is through our individual experiences that we can all come together to truly make a positive impact in our firm, for our clients, within our communities, and beyond.

At McMillan, we know we will achieve the most success by attracting and retaining the best talent, and by representing and supporting communities from which we draw our members, the communities in which we live and work and the communities to which we provide legal services.

We are a law firm that prides itself in sustained quality and excellence in service while fostering a positive and collegial work environment which nurtures mentoring inspires enthusiasm and professional excellence. We commit to putting our best efforts forward in achieving our goals, and the goals of our clients. You can help us in that journey!

Need another reason to consider McMillan? Let’s work together to help you achieve your professional goals and career development.

Let’s get started

If this position is you, and you reside in or around the Toronto area, we look forward to hearing from you. We like cover letters too so don’t forget to include one along with your resume when you click on the Apply Now button.

At McMillan, we embrace innovation and make strategic and thoughtful use of technology, including artificial intelligence (AI). However, our recruitment process remains deeply human-centric. We do not use AI to screen resumes or select candidates. Every application is carefully reviewed by a member of our recruitment team, and hiring decisions are made through collaborative evaluation and interviews.

McMillan is committed to providing accommodation for applicants with disabilities in its recruitment processes. If you require accommodation at any time during the recruitment process, please email us or contact us at 1.888.662.4624 to submit your accommodation request.

McMillan LLP is committed to fostering a culture of inclusion and diversity. We respect and embrace the unique backgrounds, perspectives and experiences of individuals at all levels of the firm. This enables us to provide innovative client service, contribute fully to our communities and advance our firm’s values.