Real Estate Administrative Assistant

We are looking for a highly organized, proactive, and people-focused Real Estate Assistant to support both our Transaction Services and Marketing functions.

This role sits at the center of the business. You will help ensure that every client experience is seamless, every transaction is handled with excellence, and our brand is represented consistently and professionally across all touch points.

This is not an entry-level admin role. It is a trust-based position for someone who thrives in fast-paced environments, loves systems and details, and takes pride in delivering a white-glove experience to clients, partners, and internal team members.

Compensation:

$50,000 yearly

Responsibilities:

• Notify transaction participants when a deadline is approaching
• Fulfill client requests for information or other relevant transaction services in a quick and friendly manner
• Complete paperwork for all real estate transactions in a timely manner to ensure a deal is closed as quickly as possible
• Coordinate schedules to ensure optimal open houses and final walkthroughs, travel arrangements, and general appointments
• Arrange for open houses and other community events to locally spread brand awareness
• Compete with others in the real estate industry by producing high-quality print and digital marketing materials

Client Services & Transaction Support

• Support the client journey from offer to close, ensuring a smooth, professional, and well-communicated experience
• Prepare and manage transaction documentation (listing agreements, buyer agreements, amendments, compliance items, etc.)
• Coordinate key milestones: conditions, financing, inspections, firm dates, and closings
• Liaise with lawyers, lenders, stagers, photographers, inspectors, and other vendors
• Maintain accurate and up-to-date files in the CRM and transaction management systems
• Proactively communicate with clients to ensure they feel informed, supported, and valued

Marketing & Brand Support

• Assist with the execution of listing and brand marketing (photos, videos, feature sheets, social posts, email campaigns)
• Coordinate timelines for listings going live, price adjustments, and marketing updates
• Support social media scheduling, captions, basic content organization, and campaign rollout
• Ensure all marketing aligns with brand standards, messaging, and tone
• Help track marketing performance and maintain organized asset libraries

Operations & Systems

• Keep internal systems, checklists, and workflows organized and up to date
• Support onboarding/offboarding of clients and internal team members as needed
• Help identify inefficiencies and suggest improvements to processes
• Act as a point of connection between leadership, agents, and external partners
• Maintain confidentiality and professionalism at all times

What Success Looks Like in This Role

• Clients consistently feel informed, supported, and impressed
• Transactions move smoothly with minimal issues or last-minute stress
• Marketing launches are organized, on time, and on brand
• Leadership and agents feel supported and freed up to focus on growth
• Systems improve over time because of your input and execution

Qualifications:

• Communicates well, both verbally and written
• Previous experience in the real estate industry
• Available evenings and weekends
• High school diploma or equivalent required

Who This Role Is For

You are someone who:

• Is highly organized, detail-oriented, and reliable
• Communicates clearly and professionally (written and verbal)
• Enjoys working behind the scenes to make others look great
• Takes ownership and follows things through to completion
• Is calm under pressure and solutions-focused
• Understands that relationships matter and client experience is everything
• Is comfortable juggling multiple priorities in a dynamic environment

Nice-to-Have Skills

• Experience in real estate, transactions, or a fast-paced service business
• Familiarity with CRMs, transaction management systems, or marketing platforms
• Basic understanding of social media and digital marketing
• Strong tech confidence (Google Workspace, email, task management tools)

About Company

The Compass Real Estate Advisors' mission is to raise the bar for the real estate industry while exceeding our clients' expectations, communicating at the highest level, and providing a WOW experience for our clients.

Our reputation for first-class service is second to none. Our attention to detail and high achievement make us the most well-respected and sought-after award-winning real estate professionals in Canada. Clients seek out our team, other agents look forward to working with us on transactions, and our team members enjoy the satisfaction of huge results and constant growth.

With over sixteen years of experience helping buyers and sellers just like yourself, we know how to locate the finest properties and negotiate the best deals. As top agents in the region, it's our job to know about the latest market conditions, government regulations, and upcoming developments.