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Mid adult realtor explaining agreement t

Real Estate Administration in Alberta

Focus on
Closing More Deals
Image by STIL
What is Contract
to Close?

There are two elements to the Contract to Close phase, depending on whether you’re representing the seller or buyer:

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  1. Seller: on the listing side, we’ll handle the tasks involved from when the offer is received through to the close date.

  2. Buyer: we’ll get the buyer representation and purchase documents prepared for you. If you’re viewing properties on an evening or weekend, we’ll prepare as much as we can so you can fill in the blanks on the Purchase Contract. Once the offer has been accepted, we’ll take care of the admin tasks through to possession.

What Are The Benefits?

We have a detailed electronic checklist to ensure every step is taken care of whether on a listing or buyer transaction. We’re experienced and well-trained in Real Estate administration, so you don’t need to commit to hiring and training your own assistant; we’re ready to hit the ground running. While we take care of your files, you can spend time with your clients, knowing that everything is being taken care of behind the scenes.

Image by Oli Dale
Modern House
How Does it Work?

On the listing side, send the fully accepted offer to us and we’ll take care of the rest. We’ll prepare and send the Conditional Sale Disclosure for signing, prepare the deal sheet for your brokerage, submit the documentation to your brokerage, diarize key dates, report as sold when firm, send documentation to your client’s lawyer, and more. We’ll make sure all of the documents are where they’re supposed to be.

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For buyer transactions, once the offer has been accepted, we’ll take care of sending the documents to the buyer’s mortgage broker, preparing the deal sheet for your brokerage, submitting the documentation to your brokerage, and preparing the ROF. If you need inspections booked, we’ve got you covered. We take care of any required amendments and waivers. We’ll make sure all of the documents are where they’re supposed to be.

Why Work with Us?

  • Focus your attention on building your business, rather than being weighed down by the tasks of your business

  • Free up your time by focusing on revenue generating activities

  • We’re an affordable solution to having your own administration assistant

  • Our flat-fee admin services make it easy for you to budget

  • No commitment – use The Admin Hub as much or as little as you need

  • No advertising or hiring fees

  • No training required – we’re ready to hit the ground running

  • Save money on office space fees, computers, phone lines

  • No employee benefits, CPP, or tax deductions; since we’re a business expense, we can save you money

  • No holiday pay and sick days are a thing of the past

  • Play to your strengths, they’re your greatest assets

  • Invest in the future of your business today, not tomorrow

Admin Real Estate Alberta

WHAT YOU CAN EXPECT

Office Desk

1

We’ll send you our Engagement Agreement to review, acknowledge and sign. This doesn’t tie you into our services, it just sets out how we’ll work together.

Signing a Contract

2

We’ll send you the Unlicensed REALTOR® Assistant Form for you and your broker to sign to allow us to obtain our own Public ID from CREB for you.

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3

We’ll send you a Google form to complete to have a better understanding of your business and how you work.

Aerial View of a Houses
What’s Included?

Contract to Close - Listing

Offer Accepted

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  • Prepare Conditional Sale Disclosure if staying active and send to client and REALTOR® for signing

  • Update ShowingTime notes if applicable

  • Edit Pillar9 if status changing to pending

  • Send brokerage deposit instructions to buyer’s REALTOR®

  • Complete Trade Sheet

  • Send Trade Sheet to REALTOR® for approval

  • Send Trade Sheet to brokerage with purchase documents

  • Enter condition dates in calendar

  • Confirm brokerage has received deposit

  • Obtain condo documents from REALTOR® and add to preferred storage

  • Send buyers REALTOR® link to condo documents by due date, plus any outstanding documents gather by REALTOR®

  • Send any amendment to sellers for signature

  • Forward any amendments to buyer’s REALTOR®

  • Send amendment to brokerage

  • Edit Pillar9

  • Day wavier due – send REALTOR® reminder of time due

  • Send waiver to brokerage

Firm Sale

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  • Change status to sold in Pillar9

  • Confirm if brokerage has received additional deposit

  • Add possession date to calendar

  • Ask REALTOR® for seller’s lawyer

  • Ask buyer’s REALTOR® for buyer’s lawyer

  • Send lawyer information to brokerage

  • Send seller’s lawyer all sale documents

  • Arrange for installation of sold rider

  • Order sign down

  • Check-in with lawyer two days before possession

  • All related documents to be uploaded to REALTORS® preferred document storage

Aerial View of a Houses

Collapsed Transaction - Listing

This includes all work up to the point the transaction collapses, including:

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  • Ensure non-waiver received

  • Update status to active on Pillar9 if appropriate

  • Send non-waiver to brokerage

  • Ensure brokerage have details to return the deposit to buyer

  • Remove condition dates from REALTORS® calendar

Aerial View of a Houses

Contract to Close - Buyer

Prior to Accepted Offer

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  • Prepare EBRA/NEBRA

  • Prepare CRG

  • Prepare Fee Disclosure (if NEBRA)

  • Prepare COVID forms

  • Send to clients for signature

  • Inform REALTOR® if buyer representation documents are not signed

  • Pull Land Title

  • Obtain ID, occupation and employer information from REALTOR®

  • Prepare FINTRAC

Accepted Offer

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  • Send accepted offer and MLS listing to mortgage broker

  • Prepare Trade Sheet

  • Send all purchase documents to brokerage

  • Obtain a copy of deposit from REALTOR®

  • Prepare FINTRAC receipt of funds

  • Send ROF and deposit to brokerage

  • Enter condition dates in calendar

  • Diarize if additional deposit is due on condition removal

  • Liaise with REALTOR® to schedule property inspection

  • Book the inspection with the home inspector

  • Request inspection with the seller’s REALTOR® via ShowingTime

  • Check inspection has bene confirmed

  • Send MLS listing and client contact information to inspector

  • Add inspection details to calendar

  • Diarize date condo documents due

  • Check condo documents received from seller’s REALTOR® and forward to condo document review company

  • Forward to seller’s REALTOR® a list of missing condo document as highlighted by the condo document review company

Purchase Contract Amendments

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  • Complete amendment and send for signature

  • Send signed amendment to list REALTOR®

  • Check for fully signed amendment

  • Upload amendment to brokerage

  • Send signed copy to mortgage broker

  • Update the calendar with any date changes

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Waiver

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  • Prepare the waiver

  • Send waiver to buyer for signing upon confirmation from the REALTOR®

  • Check if the waiver has been sent to the list REALTOR®

  • Send waiver to mortgage broker

  • Upload waiver to brokerage

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Firm Deal

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  • Add possession date to calendar

  • Obtain copy of additional deposit

  • Complete ROF

  • Send ROF and deposit to brokerage

  • Obtain lawyer information from the REALTOR®

  • Send details of buyer lawyer information to brokerage

  • Send details of buyer lawyer to seller’s REALTOR®

  • Send documents to the buyer’s lawyer

  • Check-in with lawyer two days before possession

  • All related documents to be uploaded to REALTORS® preferred document storage

Aerial View of a Houses

Collapsed Transaction - Buyer

This includes all work up to the point the transaction collapses, including:

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  • Prepare non-waiver and send to the clients for signing

  • Check if the non-waiver has been sent to the list Realtor

  • Send non-waiver to mortgage broker

  • Send non-waiver to brokerage

  • Remove condition dates from calendar

Business Meeting

Real Estate Administration

Are you ready to free your time to grow your business?
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