Real Estate Adminstrative Assistant jobs in Ontario

Job description:

Anna Turner Signature Homes Real Estate Administrative Assistant / Buyer Support

RE/MAX Hallmark Realty Group | Ottawa, ON

Join one of Ottawa’s most respected and award-winning real estate teams.

Anna Turner of RE/MAX Hallmark Realty Group — a trusted name in Ottawa real estate for over 50 years — is seeking a part-time Real Estate Administrative Assistant / Buyer Support professional to provide exceptional administrative, marketing, and client service support.

This role is ideal for a highly organized, detail-oriented, and tech-savvy individual who thrives in a fast-paced environment and enjoys working closely with clients, marketing, and real estate transactions. The right candidate is proactive, polished, dependable, and takes pride in delivering an outstanding client experience.

Position Details

• Role: Real Estate Administrative Assistant and/or Buyer Support
• Hours: 20–40 hours per week (with potential for increased hours based on performance)
• Compensation: $20–$24 per hour (commensurate with experience)
• Location: On-site, Ottawa, ON

Role Overview

This is an on-site role supporting a busy and well-established real estate practice. You will manage administrative operations, marketing coordination, and client communication while also assisting buyers through their property search and showings when required.

You will play a key role in ensuring transactions run smoothly, marketing is executed professionally, and clients feel supported every step of the way.

Key Responsibilities Administrative & Transaction Management

• Prepare, manage, and track all listing and buyer documentation (OREA, RECO, FINTRAC, Form 244, etc.).
• Upload, update, and maintain listings on MLS, BrokerBay, and RE/MAX platforms.
• Manage deadlines, deposits, paperwork, and firm deals.
• Communicate with cooperating agents, lawyers, inspectors, and clients.
• Organize and maintain electronic filing systems for all transactions.
• Ensure compliance with RE/MAX Hallmark Realty Group requirements.

Client Care & Coordination

• Act as the first point of contact for client inquiries (phone, email, and in person).
• Schedule showings and coordinate access with sellers and tenants.
• Assist buyers with property searches, showings, and general guidance.
• Prepare seller “Prep for Success” packages, listing presentations, and follow-up materials.
• Coordinate open houses (signage, feature sheets, feedback follow-up, lead tracking).
• Deliver a client experience that reflects Anna Turner’s reputation for professionalism, warmth, and integrity.

Marketing & Communication

• Design marketing materials using Canva for social media, print, and mail campaigns.
• Create and schedule posts, reels, and stories for Facebook, Instagram, LinkedIn, and other platforms.
• Assist with newsletters and email campaigns through Mailchimp.
• Coordinate professional photography, videography, and staging appointments.
• Maintain and organize CRM systems (IXACT Contact and/or Follow Up Boss).
• Support community-focused and farm-area marketing initiatives (Rothwell Heights, Beacon Hill, etc.).

Office Management & Support

• Maintain listing checklists, marketing calendars, and weekly property status reports.
• Coordinate signage, lockboxes, and RE/MAX administrative requirements.
• Track listing-related expenses, invoices, and receipts.
• Assist in improving systems and processes to streamline workflow and efficiency.

Qualifications

• Minimum 2 years of experience in real estate administration or a similar role preferred.
• Familiarity with OREA forms, WebForms, Stratus, BrokerBay, CREA tools, and RE/MAX systems.
• Proficiency in Google Workspace, Canva, Mailchimp, and CRM platforms (IXACT Contact or Follow Up Boss).
• Strong written and verbal communication skills.
• Highly organized, detail-oriented, and able to manage multiple priorities.
• Professional, reliable, and able to maintain confidentiality.
• Real estate license is an asset but not required.
• Valid driver’s license and access to a vehicle preferred.

Why Work with Anna Turner Signature Homes

• Be part of a legacy real estate brand with 50 years of trusted service in Ottawa.
• Work alongside a highly respected Realtor® known for integrity, experience, and long-term client relationships.
• Gain hands-on experience across administration, marketing, and client service.
• Mentorship and growth opportunities within a supportive RE/MAX Hallmark environment.
• A professional, friendly, and collaborative workplace.

How to Apply

Please send your resume and a brief cover letter outlining your experience and why you’d be a great fit to:

anna@annaturner.ca
admin@annaturner.ca

Subject Line: Real Estate Administrative Assistant – Application

Job Types: Full-time, Part-time

Work Location: In person

Job Types: Full-time, Part-time

Pay: $42,240.00-$48,000.00 per year

Expected hours: 20 – 45 per week

Work Location: In person