Listings Coordinator & Compliance Specialist(

Job Number:

20116)

Description

Summary

The Listings Coordinator & Compliance Specialist supports Tier Three’s national brokerage operations by ensuring that all dental practice listings are accurately documented, compliant with internal standards, and effectively managed from intake to sale. This role combines administrative precision, data management, and compliance oversight to help brokers and consultants operate efficiently while maintaining consistency and quality across all practice transitions.

Responsibilities

Listings Administration

1. Manage the full lifecycle of dental practice listings—from intake through closing—ensuring the accuracy and completeness of all data within Salesforce.

2. Coordinate with brokers, consultants, and clients to collect, organize, and maintain financial, operational, and marketing materials for each listing.

3. Collaborate with the marketing team to ensure listings are properly staged, approved, and published across Tier Three’s marketing channels.

4. Support brokers with administrative documentation, listing updates, and coordination of showings or related brokerage activities.

Compliance

5. Review and validate listing agreements, brokerage documents, and client files for accuracy, proper authorization, and adherence to legal and governing bodies alongside internal compliance standards.

6. Monitor compliance timelines, renewal dates, and listing agreement statuses to ensure files remain active and in good standing.

7. Maintain secure, organized systems for managing confidential client information and legal documents in accordance with privacy and data retention policies.

8. Assist with the preparation of internal audit materials, reports, and compliance summaries as required.

Data Management & Reporting

9. Oversee data entry and reporting accuracy in Salesforce and Word Press, identifying and implementing workflow improvements that streamline the brokerage process.

10. Generate and distribute regular reports on listings, compliance checkpoints, and key operational metrics.

11. Support management in developing and maintaining standard operating procedures related to listings and compliance functions.

12. Train new users on Salesforce functionality as it relates to listings management, compliance tracking, and reporting.

Other Duties

13. Assist in implementing technology upgrades and process enhancements to support continuous improvement in brokerage operations.

14. Perform miscellaneous administrative duties, vacation coverage, and project support as assigned.

15. Flexible and willing to adopt additional functions and learn new skills as the brokerage evolves.

In addition to the key responsibilities listed above, all positions are also responsible for:

• Meeting company standards pertaining to quantity and quality of work performed on an ongoing basis, performing all work-related tasks in a manner that is in compliance with all Company policies and procedures including Worldwide Business Standards.
• Adhering to Company policies, procedures, and directives regarding standards of workplace behavior in completing job duties and assignments.
• Complete any other duties as assigned.

Working Conditions

• Hybrid work setting.
• No heavy lifting.
• Incumbent is required to utilize typical office equipment such as photocopier, scanner, binding machine and printer.
• Frequent exposure to co-workers and handling of queries and calls.
• Frequent exposure to glare from computer and data entry.
• The job calls for a high degree of mental concentration to interpret and act upon a wide range of situations.
• The job requires a high degree of attention to details.
• Performs multiple, repeated and sustained hand-eye movement on computer keyboard and screen.

Performance Indicators

• Verbal feedback by manager as required.
• Written feedback by manager as required.
• Formal written performance reviews on a semi-annual basis

Qualifications

Experience

• 3+ years of administrative, compliance, or coordination experience in a professional services or brokerage environment.
• Experience working with Salesforce or CRM platforms preferred.
• Familiarity with document control, compliance verification, or audit preparation is an asset.

Education

• Post-secondary education in business administration, commerce, or a related field preferred.

Competencies/ Skills

• Technical: Proficiency with Microsoft Office Suite (Excel, Word, Outlook) and cloud-based document management systems. Salesforce or CRM experience preferred.
• Organizational: Strong attention to detail, time management, and the ability to handle multiple priorities in a fast-paced environment.
• Communication: Excellent written and verbal communication skills; bilingualism (English/French) is an asset.
• Professional: Demonstrated integrity, confidentiality, and accountability in handling sensitive information.

Specialized Knowledge and Skills:

• PC / computer knowledge – intermediate to advanced Excel, Words, Microsoft Outlook, PowerPoint; Power BI, Sales Force, Adobe Acrobat, Google Sheets, and SharePoint
• Excellent communication, computer, reconciliation, and numerical skills are essential in this fast paced, team-oriented environment
• Strong verbal and written competency in both English and French is considered an asset

Primary Location

: CAN-ON-Toronto

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