Licensed Real Estate Operations Administrator (Non-Sales Role)

Company: Sutton Group Summit Realty Inc.
Job Type: Full-Time
Work Location: Remote
Salary: $50,000–$65,000 per year, based on experience and qualifications

About the Opportunity

We're seeking an exceptional Licensed Real Estate Operations Administrator to become the right hand of a top-producing realtor and take ownership of the day-to-day operations of a busy residential real estate business.

This is not a sales position. We're looking for someone whose primary professional focus is real estate administration, transaction coordination and business operations.

The ideal candidate is exceptionally detail-oriented, highly organized, proactive and accountable. You take pride in your work, anticipate what needs to be done, manage competing priorities and ensure nothing falls through the cracks.

You'll independently manage the administrative process for listings, leases and buyer transactions from beginning to end, following established systems and checklists, meeting deadlines and maintaining the highest standards of accuracy. You don't wait to be reminded or micromanaged; you take initiative, follow through on commitments and identify potential issues before they become problems.

Outstanding customer service is equally important. You communicate promptly and professionally, keep clients informed, and ensure every client feels valued, supported and confident throughout their real estate experience.

We're looking for a dependable, resourceful professional who genuinely cares about the quality of their work, takes ownership of their responsibilities and wants to become a trusted, long-term member of the team.

Key Responsibilities1. Listing Management and Coordination

- Take ownership of the listing process from initial preparation through completion, including gathering property information, coordinating paperwork and signatures, managing MLS entries and updates, and arranging photography, videography, floor plans, signage and marketing materials.
- Coordinate listing launches, manage showing appointments, monitor feedback, follow up with cooperating agents and ensure clients receive timely updates throughout the listing process.
- Maintain accurate listing information, coordinate price and status changes, and ensure all documentation, deadlines and follow-ups are completed.
- Manage the administrative coordination of lease offers, including communicating with landlords, tenants and cooperating agents, preparing offer documentation, coordinating signatures, tracking outstanding items and ensuring timely follow-up through to completion.

2. Buyer-Side Coordination

- Research properties, coordinate and organize showings, map efficient routes, manage appointment changes and prepare relevant property information.
- Prepare offer documentation, coordinate signatures and manage transaction paperwork and follow-ups once an agreement is in place.
- Attend property showings, inspections and other property-related appointments when required, within the scope permitted by applicable regulations and brokerage policies.

3. Transaction Management and Client Service

- Maintain organized digital transaction files and track important dates, conditions, deposits, closing dates and outstanding documentation.
- Coordinate with clients, cooperating agents,



lawyers and other professionals to keep transactions progressing smoothly.
- Proactively manage follow-ups, identify potential issues and keep the realtor informed of upcoming deadlines and items requiring attention.
- Provide prompt, professional communication and ensure clients feel informed, supported and well taken care of throughout the transaction.

4. Comparative Market Analysis (CMA) and Property Valuation

- Demonstrate exceptional proficiency in preparing accurate, detailed and well-supported Comparative Market Analyses (CMAs).
- Provide clear, well-reasoned pricing analyses based on relevant comparable sales, current market conditions and local market knowledge.
- Prepare professional CMA reports that help the realtor assess market value and develop an appropriate pricing strategy.

5. Systems, Marketing and General Operations

- Maintain accurate client records and follow-up tasks in Follow Up Boss, and use MLS platforms, BrokerBay, DocuSign and other business systems effectively.
- Follow established workflows and checklists consistently, identify opportunities to improve efficiency, and ensure tasks are completed accurately and on time.
- Assist with marketing materials, social media, graphic design and video editing where skills permit, along with other administrative and operational duties as required.Offer Preparation and Responsibilities

The administrator is responsible for preparing offer documentation and coordinating signatures and transaction paperwork. The realtor retains responsibility for presenting offers, negotiations and final pricing decisions.

Qualifications and SkillsRequired

- Must currently hold an active Ontario real estate registration in good standing.
- Strong understanding of Ontario residential real estate practices, transaction documentation and MLS procedures.
- Exceptional attention to detail and a strong commitment to accuracy.
- Demonstrated proficiency in preparing Comparative Market Analyses (CMAs) and interpreting comparable sales data.
- Excellent organizational, time-management and follow-through skills.
- Strong written and verbal communication skills.
- Ability to manage multiple priorities, meet deadlines and work independently.
- Professional, client-focused attitude with excellent interpersonal skills.
- Comfortable working remotely and managing responsibilities without constant supervision.
- Robust computer skills and the ability to learn and follow established systems and procedures.

Preferred Technical Skills

Experience with the following systems and tools is an asset:

- TRREB and Cornerstone MLS
- BrokerBay
- Follow Up Boss
- DocuSign
- Canva and graphic design
- CapCut and basic video editing
- Instagram and Facebook business accounts
- Microsoft Office and Google Workspace

The Ideal Candidate

We're looking for someone who is:

- Exceptionally detail-oriented: You double-check your work, catch discrepancies and take accuracy seriously.




- Proactive and accountable: You anticipate what needs to happen next, take ownership and follow through without being chased.
- Highly organized: You can manage multiple active transactions, deadlines and competing priorities without losing track of details.
- Resourceful and independent: You solve problems, use good judgment and know when to escalate an issue.
- Client-focused: You communicate promptly, professionally and thoughtfully, ensuring clients feel valued and well taken care of.
- Technically capable: You are comfortable with real estate systems and interested in improving workflows and efficiency.
- Committed to excellence: You care about the quality of your work and take pride in getting things right the first time.

What We Offer

- Competitive annual salary of $50,000–$65,000, depending on experience and qualifications.
- Full-time remote position.
- The opportunity to work closely with a top-producing realtor and play an important role in the day-to-day operations of an established real estate business.
- A varied role combining real estate administration, transaction coordination, property research and client service.
- The opportunity to take ownership of your responsibilities, contribute ideas and improve business processes.
- A long-term professional opportunity where reliability, initiative and exceptional performance are valued.

Important: This Is Not a Sales Position

This role is designed for a licensed real estate professional whose primary career focus is administration, transaction coordination and business operations rather than building an active personal sales business.

The successful candidate must be committed to making this role their primary professional responsibility.

How to Apply

Please submit your résumé along with a brief introduction to [email protected] addressing the following:

1. Real Estate Experience: Briefly describe your real estate experience and the administrative responsibilities you have managed.

2. Attention to Detail and Organization: Explain how you stay organized, manage competing deadlines and ensure accuracy when handling multiple transactions. Provide a specific example of how your attention to detail or proactive follow-up helped prevent a mistake or resolve a problem.

3. Personal Sales Activity: Indicate the approximate number of real estate transactions you personally completed in each of the past three years.

4. Future Sales Activity: Do you intend to continue handling personal real estate transactions while working in this role? If so, what level of activity do you anticipate annually, and how would you ensure this position remains your primary professional commitment?

5. Salary Expectations: What are your annual salary expectations for this position?

Please address all five points in your application. Applications that do not include these responses may not be considered.

We're looking for a dependable, detail-oriented professional who takes ownership of their work, communicates proactively and wants to become a trusted, long-term member of the team.

If you're organized, resourceful and committed to delivering exceptional work and outstanding client service, we'd love to hear from you.

Pay: $50,000.00-$65,000.00 per year

Work Location: Hybrid remote in Burlington, ON L7L 4M4

📌 Licensed Real Estate Operations Administrator (Non-Sales Role) (Burlington)
🏢 Sutton Group Summit Realty
📍 Burlington