Seller listing coordinator document workflow in Ontario

Answers are general operational information only — not legal, tax, regulatory, clinical, privacy, immigration, or professional advice. Requirements vary by matter, client, and regulator.

Frequently asked questions

What documents do listing coordinators collect first?

Typically seller ID / FINTRAC verification per brokerage policy, listing agreement, property disclosures, and condo/status docs when applicable — firm-specific.

How do coordinators hand off to the listing agent?

Co-agent on one file; dashboard shows approved lines before marketing starts.

Can sellers upload from mobile?

Yes via secure portal or guest link — QC reject unreadable ID photos in-app.

Does Hivi-X create MLS listings?

No. Hivi-X is document collection and QC for the listing file — not MLS or transaction management software.

Is seller ID a FINTRAC item?

When you act for a vendor in a purchase/sale of real property, FINTRAC identity and information-record duties typically apply — follow your compliance officer. Listing intake often fronts that collection.

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