Real Estate Administrator
Job Type: Full-Time
Location: North Bay, ON
Salary: $22.00–$25.00 per hour (based on experience)
Expected Hours: 35–40 hours per week
Work Location: In Person
About Us: We are a busy and growing real estate brokerage committed to delivering exceptional service to our clients and providing outstanding support to our Realtors® and Brokers. We are seeking a highly organized, detail-oriented, and proactive Real Estate Administrator to join our team. This role is ideal for someone who enjoys a fast-paced environment, thrives on organization, and takes pride in ensuring the smooth operation of a successful real estate office.
Key Responsibilities
Real Estate Administration
- Review listing documents for accuracy and activate new listings.
- Process listing amendments, suspensions, cancellations, and other listing-related documentation.
- Review, and organize contracts and transaction documents.
- Prepare lawyer packages for firm real estate agreements.
- Accept deposits and issue receipts when required.
- Assist with transaction administration, Checklist completion, lawyer correspondence, and commission statement preparation (excluding bookkeeping and trust account responsibilities).
- Ensure compliance with brokerage policies, procedures, and real estate regulations.
- Maintain accurate, organized, and up-to-date files and transaction records.
Office Administration
- Welcome clients and visitors with a professional and friendly attitude.
- Handle incoming and outgoing communications, including phone calls, emails, and mail.
- Maintain and update the Duty Log, Key Book, and Closing Room Book.
- Monitor and replenish office supplies and ensure office equipment remains operational.
- Coordinate with external vendors for meetings, training sessions, and office events.
- Maintain a clean, organized, and professional office environment.
- Perform general administrative duties and other tasks as assigned. Agent & Brokerage Support
- Provide administrative support to Realtors® and Brokers as needed.
- Assist agents with MLS®, Webforms®, technology questions, and general brokerage procedures.
- Assist in onboarding new Realtors®, including office orientation, MLS® setup, business card orders, headshot coordination, sign orders, and office policies.
- Learn the responsibilities of other administrative team members to ensure seamless office operations (excluding trust accounts, bookkeeping, bank reconciliations, and bill payments).
- Help maintain a positive, respectful, and collaborative workplace culture.
Marketing & Social Media
- Manage the brokerage's social media platforms, including Facebook, Instagram, and the company website.
- Create engaging social media posts, announcements, and marketing materials.
- Share and promote Realtors' listings, achievements, and community involvement.
- Create and update property listings, Open House posts and marketing materials.
- Adapt quickly to changing priorities and last-minute marketing or social media requests. Events & Special Projects
- Assist with planning office meetings, training sessions, the annual Holiday Party, and Agent Awards Ceremony.
- Identify opportunities to improve office procedures and administrative efficiency.
Qualifications
- Previous administrative experience is required; real estate administration experience is strongly preferred.
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) and Adobe Acrobat.
- Experience using MLS®, Lone Wolf, Webforms®, or other real estate software is considered a strong asset.
- Excellent organizational, multitasking, and time management skills.
- Exceptional attention to detail and accuracy.
- Strong written and verbal communication skills.
- Professional, dependable, and customer-service focused.
- Ability to work independently and collaboratively within a team.
- Comfortable working in a fast-paced environment with changing priorities and deadlines.
- Ability to adapt quickly to an ever-changing workload, including urgent requests and last-minute social media or marketing updates.
- Familiarity with real estate terminology, transactions, and brokerage operations is an asset.
- Ability to maintain confidentiality and handle sensitive information with discretion. Self-motivated with a proactive attitude and a continuous focus on improving office processes and efficiency.
What We're Looking For
The ideal candidate is organized, resourceful, and enjoys being the backbone of a busy real estate office. You are proactive, adaptable, and capable of managing multiple priorities while maintaining exceptional attention to detail. You enjoy supporting others, solving problems, embracing new technology, and contributing to a healthy, collaborative work environment. As the real estate industry and technology continue to evolve, responsibilities may be modified or expanded to meet the changing needs of the brokerage.
What We Offer
- Competitive compensation of $22.00–$25.00 per hour, based on experience.
- Full-time, in-person position (35–40 hours per week).
- Supportive, collaborative, and team-oriented work environment.
- Stable employment with a respected and growing real estate brokerage.
- Opportunity to develop professionally in a dynamic and rewarding industry.
If you are a proactive, organized professional who enjoys working in a fast-paced environment, we'd love to hear from you. Apply today by submitting your resume and cover letter.
Only qualified candidates selected for an interview will be contacted.
Pay: $22.00-$25.00 per hour
Work Location: In person
