Real Estate Administrative Assistant

7 hours ago

Ottawa, Canada REMAX Hallmark Realty Ltd. Full time

We are a successful real estate team looking for a highly organized, tech-savvy administrative assistant to keep our operations running smoothly. This is not a pathway to becoming a Realtor — it’s a long-term operations role best suited to someone who enjoys working behind the scenes, managing details, and supporting others in a fast-paced but structured environment.

**About the Role**

This role involves managing listing preparation, coordinating transactions, supporting communication with clients, and maintaining accurate records and documents. You’ll be instrumental in ensuring nothing falls through the cracks and that every client experience is seamless and professional.

**Who This Is For**

This role is ideal for someone who:

- Finds satisfaction in staying organized and on top of deadlines
- Has strong administrative experience, ideally in a real estate or transaction-heavy setting
- Is comfortable using technology and learning new systems quickly
- Can manage multiple priorities calmly and accurately
- Communicates clearly and professionally in writing and in person
- Works well independently and takes initiative without needing constant supervision

**Key Responsibilities**

Listing Management:

- Prepare listing materials including pre-listing presentations, disclosures, agreements, and MLS input
- Coordinate staging, repairs, photos, signage, and lockbox installation
- Update and maintain MLS listings and marketing sites
- Organize open houses and property tours

Transaction Coordination:

- Maintain clear and timely communication with clients, agents, and vendors
- Ensure all required forms are completed and signatures obtained
- Track key dates and deadlines to keep transactions on schedule
- Submit files for brokerage compliance and maintain organized digital records

Office Support & Systems:

- Maintain and improve checklists, templates, and systems
- Run errands and perform light in-person office duties as needed
- Use and adapt software tools to manage workflows efficiently

**Required Qualifications**
- At least 1 year of administrative experience (real estate industry preferred)
- Proficiency with Microsoft Office (Word, Excel, Outlook)
- Familiarity with real estate forms and MLS systems is a strong plus
- High school diploma or higher
- Fluent in written and spoken English

**Preferred (Not Required) Platform Experience**
- BrokerBay, Nexone, Airtable, Follow Up Boss, DocuSign
- Canva, Wordpress, Adobe PDF tools

**Benefits**:

- Paid time off

**Education**:

- Secondary School (preferred)

**Experience**:

- Real Estate Administrative: 1 year (required)

Work Location: In person

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