Broker of Record

MoveSmart Rentals; Vaughan; On-site; CAD 90,000 - 150,000; Full time

Job summary

MoveSmart Rentals is seeking an experienced Broker of Record to oversee Ontario brokerage compliance and real estate trading activities supporting residential property management and leasing operations.

Ideal candidate will supervise agents and staff, review listing and lease documents, ensure proper recordkeeping, and guarantee adherence to RECO, TRESA, and applicable advertising rules.

Qualifications

• Active Ontario real estate Broker registration required.
• Experience with RECO/TRESA compliance and supervision responsibilities.
• Ability to review listings, leases, offers, amendments, and related brokerage documents.
• Strong understanding of advertising rules and trust account controls.
• Experience ensuring proper recordkeeping and compliance workflows.

Responsibilities

• Act as Broker of Record and oversee regulatory and compliance duties.
• Ensure RECO/TRESA compliance, advertising rules, and recordkeeping obligations.
• Supervise registered agents, brokers, and real estate staff involved in leasing or brokerage activities.
• Review listing files, lease files, offers, amendments, and brokerage documentation.
• Ensure all documents are complete, signed, stored, and organized.
• Review advertising content, marketing materials, and public-facing materials for compliance.
• Oversee brokerage policies, checklists, and compliance workflows.
• Support deposits, trust accounts, reconciliations, and transaction records where applicable.
• Collaborate with internal teams to ensure proper processes for listings and client files.
• Provide guidance on compliance, documentation, and escalation issues to staff.
• Identify file errors or missing information before issues arise.
• Assist onboarding/offboarding of licensed individuals and ensure licensing status and MLS access.
• Maintain communication with RECO, boards, insurers, accountants, and legal counsel when required.
• Keep brokerage records accessible for audits and compliance reviews.
• Provide regular updates to senior leadership on compliance issues and risks.

Skills

Regulatory compliance

Broker supervision

RECO/TRESA

Listing review

Transaction review

Trust accounts

Advertising rules

Document management

Risk management

Leadership

Communication

Education

Ontario real estate broker license

Tools

MLS systems

TRREB

Ontario real estate boards

Job description

MoveSmart Rentals is hiring an experienced Broker of Record to oversee brokerage compliance and real estate trading activities that support residential property management and leasing operations in Ontario.

This role is for someone who understands Ontario real estate brokerage compliance, RECO/TRESA requirements, agent supervision, listing review, transaction review, advertising rules, trust account controls, and proper brokerage recordkeeping.

What You’ll Do

• Act as Broker of Record for the brokerage and oversee required regulatory and compliance responsibilities
• Ensure the brokerage complies with RECO, TRESA, brokerage policies, advertising rules, transaction requirements, and recordkeeping obligations
• Supervise registered agents, brokers, and real estate staff involved in leasing or brokerage-related activities
• Review listing files, lease files, agreements, offers, amendments, forms, and related brokerage documentation
• Ensure all required documents are complete, accurate, signed, stored, and properly organized
• Review advertising, listing content, marketing material, website content, signage, email signatures, and public-facing materials for compliance
• Oversee brokerage policies, procedures, checklists, and compliance workflows
• Support proper handling of deposits, trust account requirements, reconciliations, and transaction records where applicable
• Work with internal teams to ensure listings, leases, offers, and client files follow the correct process
• Provide guidance to staff on brokerage compliance, documentation, advertising, client communication, and escalation issues
• Identify file errors, compliance concerns, missing documents, or process issues before they become larger problems
• Support onboarding and offboarding of registered individuals, including licensing status, board access, MLS access, agreements, training, and file transfers where applicable
• Maintain communication with RECO, real estate boards, insurers, accountants, legal counsel, and internal leadership when required
• Ensure brokerage records are organized and available for review, audit, or compliance purposes
• Provide regular updates to senior leadership on compliance issues, file concerns, operational risks, and required actions

Requirements

• Active Ontario real estate Broker registration
• Must be eligible and willing to act as Broker of Record
• Strong working knowledge of RECO, TRESA, Broker of Record responsibilities, brokerage compliance, advertising rules, agent supervision, transaction review, and trust account controls
• Experience working in an Ontario real estate brokerage environment
• Experience reviewing listing files, lease files, offers, agreements, amendments, forms, and brokerage documentation
• Experience supervising agents, brokers, sales representatives, or real estate administrative staff
• Strong understanding of Ontario residential leasing and real estate transaction processes
• Familiarity with TRREB, MLS systems, Ontario real estate boards, brokerage forms, listing processes, and compliance expectations
• Strong documentation, organization, judgment, discretion, and risk-management skills
• Comfortable working with internal teams, senior leadership, legal counsel, accountants, and external partners
• Able to identify compliance risks, missing information, documentation issues, and process gaps

Nice-to-Have

• Experience supporting a property management company, leasing team, or residential real estate operation
• Experience with residential leasing files, rental listings, landlord communication, tenant applications, offers to lease, and lease documentation
• Experience managing brokerage compliance in a high-volume environment
• Experience creating or improving brokerage policies, checklists, forms, and file review processes
• Experience working with administrative, leasing, compliance, accounting, or legal support teams

Ideal Candidate

• The ideal candidate is a practical and experienced Broker of Record who understands the responsibilities that come with overseeing an Ontario brokerage.
• They are organized, careful, responsive, and strong with compliance. They know how to review files properly, supervise registered individuals, identify risk, and make sure brokerage obligations are being followed.
• They are not looking for a purely sales-focused role. They are comfortable working behind the scenes to protect the brokerage, support internal teams, review documentation, and make sure the company operates properly.
• They understand Ontario real estate rules, leasing processes, advertising compliance, transaction review, trust account controls, and the importance of proper file management.
• They can work with leadership and internal departments in a professional, direct, and practical way. They know when something can move forward, when something needs to be corrected, and when a given issue needs to be escalated.