Real Estate Operations Support

Everything behind your listings and deals, handled properly, by someone who has run a brokerage.

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Let’s Talk

Listing Coordination

  • Full MLS® Matrix entry, every field complete on first submission

  • Listing cross-checked against the signed Listing Contract before it goes live

  • Photos and virtual tours uploaded in order and verified

  • Price changes, extensions and status updates entered the day they are signed

  • Feature sheets and listing packages prepared

  • Showing feedback gathered and reported to sellers

  • Expiry and holdover dates tracked with reminders in advance

  • MLS® compliance reviewed against AOIR rules before the listing is active

  • Open house entries, status changes and showing instructions set up immediately

  • Missing fields flagged back to you in time to fix them, not after submission

  • Client View, Property Disclosure Statement and title compiled into one listing package

  • Expired and relisting paperwork prepared and filed correctly

Due Diligence, Handled Before The First Showing

Every listing gets a full due diligence package assembled before it goes live, so questions from buyers and co-operating agents are answered from documents rather than from memory. Each search is ordered, tracked, costed and filed, with the date ordered and the date received recorded, so nothing sits waiting without anyone noticing.

TITLE & OWNERSHIP

  • Title search and charge search through MyLTSA, at cost

  • Lot lines and registered plan through MyLTSA or municipal GIS

  • Property tax search through the city or municipality

  • BC Assessment record, assessed value and property detail

MUNICIPAL & REGULATORY

  • Full city file, including the Kelowna Property Information Request and the Lake Country Request for Information

  • Septic and sewerage files through Interior Health

  • New home warranty confirmed through the BC Housing New Homes Registry

HISTORY & BACKGROUND

  • 60-day listing history from Matrix and MLS®

  • Owner litigation search through BC Court Services Online, which surfaces actions a title search will not show until they are registered

  • Stigma search from municipal records, news archives and listing history

PROPERTY SPECIFIC

  • Strata documents with Form B, minutes, bylaws, financials and depreciation report

  • Well documents and water licence through the BC Water Resources Atlas

  • Dock and foreshore tenure through FrontCounter BC

  • Tenancy agreements, rent roll and deposit details

Every document is reviewed for completeness on arrival, flagged where something is missing or inconsistent, and saved to the property file so the package is intact if a question comes up months later.

Every search is billed at cost. Title searches, city files and strata documents are passed through at what they cost, never marked up.

Transaction Coordination

  • Every condition and subject deadline logged the day the offer is accepted

  • Reminders sent in advance, not the morning the deadline lands

  • Offers, amendments, counteroffers and subject removals prepared in WebForms™ and routed for signature

  • Extension requests prepared in WebForms™ and routed for execution

  • Conveyancer and lawyer coordination from subject removal to completion

  • Deposit and trust documentation tracked and followed up on the due date

  • Receipt of Funds prepared and sent through Really Trusted or Iluminia for FINTRAC compliance

  • FINTRAC completed for every buyer and seller, without exception

  • Complete file built in SkySlope or Transaction Desk for brokerage submission

  • Compliance checklist tracked through to completion

  • Single point of contact for all parties through the conveyancing period

  • Executed copies filed to the transaction file immediately

  • Completion and possession information coordinated and confirmed with everyone involved

  • Compliance file reviewed before brokerage submission

Showing Management

  • Showing requests and confirmations managed in TouchBase

  • Access instructions and showing notes kept current on every active listing

  • Feedback requested after every confirmed showing and chased when it does not come

  • Responses compiled into a clear summary and reported to the seller

  • Patterns flagged when feedback points to a pricing or presentation issue

  • Agent-to-agent communication handled on active listings

Nothing Runs On Memory

Every listing and deal lives in Summit Deal Flow, a system I built in ClickUp. Conditions, subject deadlines, deposits, completion and possession dates are tracked against the file, with a daily check across everything live. Condition tracking runs to the latest live condition, so an early subject coming off does not hide a later one.

An agent I built on top of it does the watching and the drafting. The judgment and the review stay with me.

Client Care & Database

  • Buyer and seller onboarding, agreements and disclosures prepared

  • Buyer Agency Agreement, Disclosure of Representation in Trading Services, and Privacy Notice and Consent prepared and filed

  • Clients updated at every stage so they stop calling to ask

  • Seller welcome sent the day the listing agreement is signed, with timeline and pre-listing checklist

  • Post-close thank you and Google review requests sent at the right moment

  • CRM cleanup, duplicate merging and pipeline staging

  • Lender and mortgage broker contacts confirmed and added to the file

  • Custom CRM built in ClickUp where you have outgrown what you are using

  • Lead intake logged the day it arrives

  • Past client nurture and anniversary follow-up on a schedule

  • Monthly newsletter written, designed and distributed

Marketing & Creative

  • Feature sheets designed for print and digital

  • Just Listed, Just Sold and Price Reduced graphics

  • Open house promotional materials for print and posting

  • Instagram and Facebook content aligned to your brand

  • Market update graphics with current local MLS® statistics

  • Email newsletters, buyer and seller guides

  • Listing presentation materials

  • Branded email templates for your common client communications

  • Content calendar managed so posting stays consistent during busy periods

The Rest Of It

Inbox management and response drafting through high volume periods.

Calendar management, appointment preparation and follow-up.

Document preparation, templates and written procedures.

Coordination with lawyers, lenders, inspectors and service providers.

You Will Know Where Your Business Stands

Transaction summary reports organized by period, property type or client source.

Listing performance reports tracking days on market, price reductions and showing activity.

Pipeline reports showing active deals, pending listings and upcoming closings.

Year-end production summaries prepared for planning and goal-setting.

25+ Platforms, No Training Required

Most support ends when the person leaves. What I build is documented, so the process belongs to your business rather than to whoever currently holds it.

Workflow design. Templates and checklists. Written procedures. Backend organization. When you add an agent, they step into something that already works.

MLS® And Forms

AOIR Matrix, FVREB and GVREB · WebForms™ · SkySlope Forms · MyLTSA

Transaction And Compliance

SkySlope · Transaction Desk · Lone Wolf · Really Trusted · Iluminia

Signing

DocuSign · AuthentiSign · DigiSign

Showings And Client Care

TouchBase · ClickUp · MailerLite · Constant Contact

Marketing And Documents

Canva · Adobe · Google Workspace · Microsoft Office · RoomVu

Property Management

Buildium

AI, With Everything Verified

Claude · ChatGPT. Document review, summary preparation, drafting support and research.

All output verified before use.

These are not tools recently learned for a job listing. They are systems used daily across brokerages, markets and roles for over 18 years.

If you do not see your system here, I am a quick learner who has worked across many platforms. You will not be disappointed.

What Working Together Looks Like

A Conversation.  Tell me what is landing on your plate. I will tell you honestly whether I can help, and where I would start. If you would rather see it than discuss it, give me one file start to finish with no commitment.

1.

Setup. We sign a AoiR Agent/Admin Form for MLS® and Matrix. Everywhere else I am invited as a user on your own account. Our agreement is signed, including confidentiality and data segregation. Your separate workspace is set up, and I learn your brokerage requirements, systems and brand.

2.

Handover. You send the first listing or file. I take it from there and keep you updated at the checkpoints you choose.

3.

Ongoing. Per transaction, per listing, or ongoing. Scale up in a busy season and back down in a quiet one.

4.

"A wonderful addition to our real estate company."

Norm Brenner, REALTOR®, Coldwell Banker Executives Realty, Vernon

How It Works

Hourly, billed in 6-minute increments. No retainer, no minimum monthly commitment, no long-term contract.

Disbursements billed at cost.

Support per transaction, per listing, or ongoing. Take as much or as little as your business requires.

Available to REALTORS®, teams and brokerages across British Columbia.

References available from active REALTORS® I currently support.

Let’s Talk

Questions REALTORS® Ask

  • No. I hold my own board authorized MLS® access as an independent contractor, so I never ask for your login. All I need from you is a one page form from the board.

  • Every client gets separate records and separate systems. Data segregation is written into my agreement rather than promised informally, and anyone who works on your file is bound by the same terms I am.

  • Yes. I work with REALTORS® at multiple brokerages, including agents who compete with each other. That is exactly why confidentiality and separate workspaces are written into the agreement instead of left to trust.

  • You are, and that is deliberate. Everything I prepare comes to you for review before it goes anywhere. All licensed activity and regulatory responsibility stays with you and your brokerage. My job is that the work arrives complete and on time, so your review is quick.

  • I am the person on your file and that does not change. Where volume requires it, I have vetted contractors working to documented standards under my supervision, bound by the same confidentiality and data segregation terms I am, and my agreement provides for that in writing. Your file does not stop because a week gets busy.

  • No. I have used AOIR Matrix, WebForms™, SkySlope, Transaction Desk, MyLTSA, TouchBase and the rest of the systems listed above daily for over 18 years. No ramp-up time, no learning curve on your file.

  • Hourly, in 6-minute increments. No retainer, no minimum monthly commitment and no long-term contract. Invoiced twice monthly.

  • Ordered through MyLTSA and the strata management company and billed at cost, never marked up. Each search is tracked with the date ordered, the date received and what it cost, and filed to the property folder.

  • Real estate does not keep office hours, so I work weekends and holidays and I answer outside business hours. Response times and availability are set out in your service schedule rather than left to assumption, and priority turnaround on contracts, amendments, subject removals and counteroffers is available where a client needs it.

  • A conversation about what is landing on your plate. If you would rather see it than discuss it, give me one file start to finish with no commitment.

  • I am based in Vernon and work with REALTORS® across the Okanagan and British Columbia.

Let’s Talk