Real Estate Administrator

Job Type: Full-time

Location: Ottawa ON

Schedule: Monday to Friday

About the Role

We are seeking a highly organized, detail-oriented, and professional Real Estate Administrator to support our real estate team with daily administrative operations, transaction coordination, client communication, and office management.

The ideal candidate is proactive, reliable, and able to manage multiple priorities in a fast-paced environment. This position is essential to ensuring smooth day-to-day operations, maintaining accurate records, and providing exceptional service to clients, agents, and business partners.

Key Responsibilities

- Provide administrative support to real estate agents, brokers, and management.
- Prepare, organize, and maintain real estate documents, agreements, listings, and transaction files.
- Assist with listing coordination, including entering property information, updating listings, and managing marketing materials.
- Coordinate appointments, meetings, property showings, and important deadlines.
- Communicate professionally with clients, agents, lawyers, mortgage brokers, and other service providers.
- Maintain accurate electronic and physical filing systems.
- Track transaction milestones, documentation requirements, and closing dates.
- Assist with preparing offers, amendments, forms, and other real estate paperwork, as permitted by applicable regulations and company procedures.
- Manage emails, phone calls, correspondence, and general office inquiries.
- Support marketing activities, including social media updates, property advertisements, and promotional materials.
- Assist with invoicing, expense tracking, commission records, and other administrative financial tasks.
- Ensure client information and transaction records remain confidential and are handled appropriately.




- Perform other administrative duties as required to support the efficient operation of the business.

Qualifications and Requirements
- Previous administrative experience; real estate or property administration experience is an asset.
- Strong organizational skills and exceptional attention to detail.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office, including Outlook, Word, and Excel.
- Comfortable learning and using real estate listing platforms, transaction management systems, and CRM software.
- Ability to manage competing priorities, meet deadlines, and work independently.
- Professional, courteous, and client-focused approach.
- Strong problem-solving skills and a proactive attitude.
- Ability to handle confidential information with discretion.
- Knowledge of real estate terminology, transaction procedures, and applicable provincial requirements is an asset.

Preferred Experience
- Experience supporting real estate agents, brokers, or a property management team.
- Familiarity with real estate agreements, listing documentation, and transaction coordination.
- Experience with CRM systems, digital filing platforms, and online marketing tools.
- Knowledge of local real estate practices and regulatory requirements.

What We Offer
- Competitive compensation based on experience.
- A skilled and supportive work environment.
- Opportunities for professional development and growth.
- A collaborative team environment.
- The opportunity to contribute to a growing real estate business.

How to Apply If you are organized, dependable, and passionate about providing excellent administrative support, we would love to hear from you.

Please submit your resume through Indeed. Qualified candidates may be contacted for an interview.

We thank all applicants for their interest. Only candidates selected for an interview will be contacted.

Pay: $30,000.00-$45,000.00 per year

Benefits

- On-site parking

Work Location: In person

📌 Real Estate Administrative Assistant (Ottawa)
🏢 Inspire Real Estate Team
📍 Ottawa