Real Estate and Property Management Administrator

Real Estate and Property Management Administrator

Location: Calgary, AB

Employment Type: Full-time, Permanent

Company: DaviesTeam.

Reports To: Director of Operations

POSITION SUMMARY

The Real Estate and Property Management Administrator supports the daily operations of the property management and real estate sales teams. This role handles administrative, financial, and marketing tasks while ensuring smooth communication with team members, sellers, buyers, tenants and investors/owners.

Key responsibilities include preparing and managing sales and rental documentation, coordinating property activities, maintaining accurate records, assisting with financial reporting, and creating marketing content for social media and digital platforms.

The ideal candidate is detail-oriented, organized, and proactive, thriving in a fast-paced, professional real estate environment.

KEY RESPONSIBILITIES

Real Estate & Property Coordination

• Conduct property inspections, rental market analyses, and value assessments.
• Collaborate with real estate agents, owners, and purchasers to support leasing and sales activities.
• Coordinate professional photos, measurements, signage, and videos for listings.
• Retrieve property and title information through third-party platforms such as SPIN.
• Participate in local marketing efforts, including flyer delivery and community engagement and installing lockboxes onsite.

Lease & Tenant Administration

• Prepare and process tenancy agreements, renewals, and terminations with accuracy and legal compliance.
• Maintain tenant files, track lease expirations, and manage rent collection.
• Verify tenant insurance and perform credit and background checks.
• Respond to tenant inquiries and assist property managers with issue resolution.
• Ensure all property documentation is complete and organized.
• Monitor property conditions and maintain updated records.
• Handle incoming calls and client correspondence promptly and professionally.

Financial & Administrative Support

• Process rent payments, vendor invoices, and account reconciliations.
• Assist with budgets, financial summaries, and monthly reporting.
• Maintain databases and generate monthly occupancy and rental reports.
• Research and analyze market data to support management decisions and reporting.

Marketing & Social Media

• Create and post property listings and updates across platforms including Instagram, Facebook, LinkedIn, YouTube, HonestDoor, Yelp, ActiveRain, and The Directory Guys.
• Update website content, create landing pages, and identify opportunities for improvement.
• Track engagement metrics and assist in optimizing digital marketing performance.
• Design and distribute monthly newsletters through Mailchimp
• Develop neighbourhood marketing campaigns, feature sheets, maps, and other promotional materials.

Qualifications

• Diploma or degree in Business Administration, Real Estate, or a related field.
• Real Estate or Property Manager Licence from RECA (Real Estate Council of Alberta) preferred, but not required.
• Minimum of 2 years of experience in real estate, property management, or administrative support.
• Proficient in Microsoft Word, Outlook, Excel and OneDrive are a must.
• Experience with Buildium and an asset.
• Knowledge of Alberta tenancy laws, the Real Estate Act, and general accounting principles.
• Strong organizational, communication, and problem-solving skills.
• Comfortable with social media marketing and independent work.
• Flexible to work some evenings or weekends as required.
• Must possess a valid driver's license and reliable vehicle

Work Environment & Benefits

• Competitive salary based on experience.
• Flexible work environment, including remote work options.
• Paid vacation and health spending account
• Opportunities for career growth and professional development.

About the Company

For over four decades, Jesse Davies Team, (real estate sales), together with Casa Residential Rental Property Management, has been a cornerstone of the Calgary community. With more than 45 years of experience, we have built a reputation as trusted stewards of quality housing and exceptional service.

Based in the heart of Calgary, our firm has grown through the years by combining time honoured expertise with a forward-thinking approach, adapting to meet the evolving needs of property owners and tenants. We take pride in fostering long-term partnerships built on integrity, professionalism, and an unwavering commitment to excellence in every aspect of real estate management.

Job Types: Full-time, Permanent

Pay: $65,000.00-$75,000.00 per year

Benefits:

• Dental care
• Extended health care
• Flexible schedule
• Mileage reimbursement
• Paid time off
• Vision care
• Work from home

Application question(s):

• What attracted you to this role and to working in real estate and property management?
• This role requires 5 hours a week of flexibility to perform tasks that arise as an urgent matter such as writing offers, signing addendums and amendments for the sales team and rental application and maintenance for the management team. Are you ok with this flexibility request and how would you manage it?
• A property listing has an error that you catch after posting online — what do you do?
• What areas of real estate or property management are you most eager to learn more about?
• Write about a time you supported a sales team or helped close a deal through your organization and attention to detail.

Experience:

• Administrative: 2 years (required)
• real estate administrative: 1 year (preferred)
• real estate sales associate: 1 year (preferred)

Language:

• English (required)

Licence/Certification:

• Property Management or Real Estate Licence (preferred)

Location:

• Calgary, AB (required)

Work Location: Remote