Brokerage Firm jobs in Ottawa, ON

Schedule: Monday to Friday, 3–4 hour morning blocks (e.g., 9:30 AM – 1:00 PM), including Friday Level 10 meetings (10:00 AM – 11:30 AM)

About the Job

The Nick Fundytus Team at Royal LePage Performance Realty is hiring a part-time administrator to manage our daily financial records, transaction paperwork, and client care deliveries. This job is best suited to someone who is highly detail-oriented and able to understand the whole picture of their actions within the team.

This role handles three distinct functions: basic bookkeeping, administrative paperwork for real estate transactions, and local hands-on tasks like assembling gift baskets and running occasional errands across Ottawa. There may be some hybrid work-from-home, but you must be based locally to attend our Friday morning meeting at the brokerage and handle Ottawa-area logistics.

Key Responsibilities

1. Bookkeeping & Invoicing

• Collect, verify, and upload receipts and supplier invoices into DEXT.
• Track incoming bills and contractor payments on our Monday.com invoice board.
• Reconcile accounts in QuickBooks monthly and compile clean records for our external accountant.
• Track client review and closing metrics against our operational targets.

2. Real Estate Transaction Administration

• Create and update transaction files in Nexone for listings and sales.
• Collect mandatory FINTRAC identification records and verify document completeness.
• Email signed agreements, waivers, and mutual releases to lawyers and mortgage brokers.
• Enter new property listings and open house times into the MLS system (REALM) and team website.
• Log buyer and agent feedback from ShowingTime and update client files.

3. Physical Errands & Client Care

• Prepare and mail handwritten cards for client birthdays and 1-year home anniversaries.
• Purchase supplies, assemble client gift baskets, and deliver closing gifts.
• Pick up, drop off, or place lockboxes and sign toppers at properties across Ottawa.
• Provide on-site administrative and setup support for our bi-annual Tire Change Days, Thanksgiving Pie Giveaway, and annual Holiday Perogy Party.

Qualifications

Required:

• 1+ years of practical experience with basic bookkeeping, accounts payable, or expense reconciliation.
• Experience using accounting or receipt software (such as QuickBooks, DEXT, or structured Excel/Google Sheets).
• High accuracy with data entry, spelling, and routine checklists.
• Comfort using digital tools (Google Workspace, cloud-based project management, and video calling).
• Valid Ontario G driver’s license and regular access to a reliable vehicle for errands in Ottawa.
• Reliable availability for weekday morning hours and Friday 10:00 AM – 11:30 AM meetings.

Assets (Helpful, but not required):

• Prior administrative experience inside an Ontario real estate brokerage or law firm.
• Familiarity with Ontario real estate software (REALM/Matrix MLS, Follow Up Boss CRM, Nexone/Faltour, ShowingTime).
• An active RECO real estate license.

Pay: $22.00-$27.00 per hour

Expected hours: 15.0 – 20.0 per week

Benefits:

• Company events
• On-site parking

Application question(s):

• Are you available to work 15–20 hours per week across weekday morning blocks, including our weekly Friday meeting from 10:00 AM to 11:30 AM?
• Do you hold a valid Ontario driver’s license and have access to a personal vehicle for occasional local errands in Ottawa?
• In 2–3 sentences, why is a part-time morning schedule the right fit for your current lifestyle?

Experience:

• Basic bookkeeping, receipt tracking, or accounting software: 1 year (required)

Work Location: Hybrid remote in Ottawa, ON K1S 1X1