Licensed Real Estate Operations Specialist & Executive Assistant

Location:
Greater Ottawa Area (In office / Hybrid Flexibility) Position: Part-Time (Transitioning to Full-Time based on deal velocity) Positions Available: Exactly 1 Licensing Requirement: Active RECO License (Ontario) Required About Aston Gate Real EstateAston Gate Real Estate is a boutique cross-border luxury and development brokerage firm operating across Ottawa, Toronto, and Dubai. We bridge prime Canadian real estate with top-tier international investment markets, specializing in high-volume pre-construction developments, master-planned communities, and luxury assets. Unlike traditional local brokerages that remain confined to local MLS trading, Aston Gate operates on a global scale. We execute institutional-grade marketing, rapid builder allocations, and private investment syndications, offering our team direct exposure to international transactions, overseas developer partnerships, and ultra-high-net-worth investors across North America and the Middle East. The Opportunity: Beyond Local Real EstateThis is not a generic data-entry desk job. We are hiring one sharp, licensed professional to become the operational backbone of our high-velocity pre-construction and luxury portfolio in Ottawa, with a direct pipeline into our global operations. For the right candidate, this role offers an unprecedented career launchpad:
• International Market Exposure: Work directly on cross-border transactions and marketing campaigns linking Canadian capital to landmark developments in Dubai and premier Canadian urban centers.
• Pre-Construction Mastery: Gain hands-on mastery in developer allocations, VIP builder worksheets, CRA rebate structures, assignment mechanics, and high-volume sales funnels.
• Global Career Mobility:



Proven performers will have priority opportunities to transition into full-time international roles, global sales representation, and potential operational travel between Canada and the UAE.
• Direct Deal Incentives: In addition to a solid base hourly structure, this position includes performance-based transaction incentives and bonuses tied to volume milestones. Core Responsibilities1. Pre-Construction & Deal Flow Coordination
• Manage incoming buyer worksheets, builder reservation agreements, and unit allocation schedules for high-volume residential releases.
• Coordinate legal compliance workflows, liaising with real estate lawyers, mortgage specialists, and developer sales teams during the 10-day statutory rescission and closing periods.
• Maintain complete transaction files ensuring strict compliance with the Real Estate and Business Brokers Act / Trust in Real Estate Services Act (TRESA) and RECO guidelines. 2. VIP Pipeline & Lead Management
• Oversee and optimize the brokerage CRM pipeline, triaging high-intent leads generated from active digital acquisition campaigns.
• Manage scheduling for private, in-person sales center presentations and executive buyer consultations.
• Facilitate diplomatic client correspondence, ensuring priority buyers receive immediate, professional follow-up and verified documentation. 3. Listing, Marketing & Operational Support
• Assist in assembling presentation packages, comparative market analyses (CMAs),



and project worksheets for local and overseas investor syndicates.
• Coordinate on-site logistics for project viewings, model suite walk-throughs, and partner meetings.
• Track inventory updates, builder price releases, and incentive structures across active partner developments. Qualifications
• Licensing: Active Real Estate Salesperson or Broker registration with the Real Estate Council of Ontario (RECO) in good standing.
• Education &

Experience:
Minimum 1–2 years of experience within real estate administration, pre-construction sales operations, or high-end professional legal/financial services.
• Technical Fluency: High proficiency with real estate CRM platforms (e.g., Follow Up Boss, HubSpot), Google Workspace/MS Office, digital signature tools (DocuSign/Authentisign), and MLS systems.
• High-Intent Polish: Exceptional verbal and written communication skills. You must be comfortable interfacing with institutional developers, legal counsel, and private investors.
• Attention to Detail: Absolute precision in document preparation, calendar management, and client confidentiality.
• Global Ambition: A genuine desire to learn international market mechanics, scale beyond conventional local resale, and grow into executive responsibility. Compensation & Growth Structure
• Base Pay: Competitive hourly base rate commensurate with licensing and experience.
• Performance Bonuses: Transaction-based bonuses on executed allocations and project milestones.
• Schedule: Part-time with guaranteed hours, expanding into full-time as operational volume scales.
• Advancement: Formal pathway into senior brokerage management, project director positions, or international placement within our Dubai/Toronto network.

📌 Licensed Real Estate Assistant (Ottawa)
🏢 Aston Gate Real Estate Dubai
📍 Ottawa