Every file closed beautifully

You sell it.
We run the file.

White-glove back-office operations for realtors — a concierge operation behind your business. Like a hotel concierge, it never leaves the desk, but everything gets handled. The file gets set up, tracked, verified, and closed — and you don't have to think about any of it.

Don't count our tasks. Count what you didn't have to think about.

300+transactions
$400M+coordinated
Zeromissed deadlines
Start the conversationStart See the pricing
The operator, files in hand
Fig. 01 — Every file, handled.
TAB 01THE FILE

One package. Every stage of the file.

Not a task list — the file, handled end to end. The update arrives before the question. That's the arrangement.

STAGE ONE

When you take a listing

The launch
  • File setup — Drive, tracker, intake
  • Contract and signing prep
  • FINTRAC — completed before the listing goes live
  • Listing input and Pillar9
  • Photography and floor-plan coordination, booked and managed
  • Brochure and feature sheet — designed and printed
  • Signage · Lockbox tracking
  • Seller introduction email
  • Condo docs, RPR, title — coordinated and tracked
  • Listing-expiry reminders
  • Seller updates, written for you
STAGE TWO

When an offer comes in

The deal
  • Deadline, condition and deposit tracking — synced to your calendar
  • Document collection and filing
  • Amendments and waivers — prepared, verified signed, circulated
  • Inspection coordination — quotes, booking, confirmations
  • Client and co-op correspondence
  • MLS status changes
  • If a deal collapses, the unwinding is handled too
STAGE THREE

When the deal goes firm

The close
  • Lawyer information request — after firm, never before
  • Closing correspondence — lawyers, lenders
  • Final walk-through — scheduled and confirmed
  • MLS sold update · Sign-down coordinated
  • Review engine — requested, tracked, followed up
  • Final brokerage uploads and file closeout — audit-ready
  • File archived, beautifully

Desk work only, done properly. Scheduling and coordination for visits, inspections, and walk-throughs — never attended in person, because that is your job and you are good at it.

Printing, courier, and closing-gift expenses pass through at cost. Pre-approved out-of-scope work at $75/hr.

The concierge standard

White-glove isn't a tier. It's the whole thing.

Your clients feel the concierge.
You feel the quiet.
Proactive, not reactive

Seller updates written for you — market data, showing activity, status changes — before you're asked. The update arrives before the question.

Closings that feel effortless

Because the effort happened weeks ago. Verified signatures, confirmed deposits, tracked conditions — nothing chased, nothing last-minute.

The client remembers

Reviews requested, tracked, followed up. The file closed beautifully — and your clients noticed who made it feel that way.

TAB 02THE DOCKET

Your file, visible anytime.

A private dashboard per file — the daily list, checked, filed, closed. No login games, no forwarded PDFs. Yours to check at midnight if you like.

Included · Every file
The Docket

Key facts only. Deadlines, conditions, documents, next steps — the file at a glance, refreshed constantly.

Public prices in. Commissions out. Role and company on the contact cards, nothing more.

It's the file you don't have to ask about.

▸ Conditions — 3 waived, 1 pending
▸ Deposit — confirmed, in trust
▸ Lawyer package — sent Oct 6
▸ Next: walk-through, Oct 26

The daily list. Checked, filed, closed.
TAB 03PRICING

Published rates. No "request a quote."

One package, billed by the month, per file. The month bills if the file held the slot 7 days or more — fewer than 7 days doesn't bill.

Active monthlist month, firm month, any month with offer activity
$500/mo
Maintenance monththe month after firm, before close, or the closing month
$250/mo
What a file costs in practiceTotal
Buyer deal, two months$750
Buyer deal, three months$1,000
Listing, two months$1,000
Listing, three months$1,250
Slow listing, six months (capped)$1,500

Onboarding $450 — file setup, systems, and the first Docket. Caps: $1,000 per buyer file · $1,500 per listing. Quiet months between firm and close bill dormant — $0. Out-of-scope work, pre-approved, at $75/hr.

TAB 04FROM THE DESK

Notes, filed.

How the back office thinks, in the open.

MEMO NO. 038
RE: The measure
Don't count my tasks. Count what you didn't have to think about.
b.
MEMO NO. 037
RE: 3:42 p.m.
Offer accepted at 3:42 p.m. By 4:00: file set up, dates entered, documents reviewed, missing ID requested, deposit confirmed. The agent hears one thing — nothing requires your attention right now.
b.
MEMO NO. 041
RE: No news
No news is good news. No news means it's handled.
b.
MEMO NO. 045
RE: The concierge
A hotel concierge never leaves the desk. Neither do I. Everything gets handled anyway.
b.
TAB 05THE OPERATOR
The practice, in five volumes
Fig. 02 — The whole practice, in five volumes.
Geneva Bast
Founder, The Back Office Co.

Seven years running back-office operations for high-performing real estate teams — 300+ transactions, $400M+ in coordinated volume, zero missed deadlines.

Luxury, condos, multi-family development, rural land, new construction, and complex residential — plus 25 years of broader operations and administrative experience, and a marketing background for the parts where looking good matters.

A concierge operation behind your business — everything handled, nothing chased. It is an experienced operator and the system behind $400M+ in coordinated volume — and every file gets a personal review. Nothing left to chance.

B.B.E., Mount Royal University · DEX Professional Senior Specialist, Business & Office Operations
CREB Unlicensed Assistant Program
TAB 06FILED UNDER F

Questions, answered.

Do you only work with one agent at a time?
No. Each file holds its own slot on the monthly retainer, so several agents' files run in parallel — and every file gets the same personal review.
What if I'm on vacation or a deadline lands on a weekend?
Known condition and closing deadlines are covered whenever they fall. Time-sensitive offers, amendments, and waivers jump the queue. Give us a heads-up and we'll handle it in daylight; genuine surprises — we're on it.
Do you attend walk-throughs or inspections?
No — desk work only. We schedule, book, and confirm everything; you attend. That's your job, and you're good at it.
How does billing start and stop?
A seller file begins at listing launch; a buyer file begins at an accepted offer. Unaccepted offers open no file and bill $0. The month bills if the file held the slot 7 days or more.
What does the Docket show my clients?
Nothing — the Docket is agent-only. Public prices appear; commissions and contact details never do.

Start the conversation.

Twenty minutes about your files, your volume, your pain points — and whether we're a fit. No slide deck, no pressure.

team@backofficeyyc.ca
Geneva Bast · Founder, The Back Office Co. · Calgary, Alberta