Real Estate Office Assistant

Job Title:

Real Estate Executive Assistant

Team:

Yograj Singh Real Estate Team

Location:

In-Person – Carling Office, Ottawa

Position Type:

Full-Time | In-Person

We’re hiring a motivated real estate administrative assistant to join our growing team. Responsibilities include administrative duties such as keeping track of all transaction documents in the client database for our real estate agents, monitoring and notifying clients of important deadlines, complying with legal procedures, and planning appointments and final walkthroughs.

You’ll also support the team by marketing the company on social media and planning company events. The ideal candidate should be a great communicator who is driven and highly detail-oriented. If this position interests you, start your application today!

What We Offer

• Opportunity to grow with a high-performing real estate team
• Hands-on exposure to real estate transactions and marketing
• Supportive and professional team environment
• Long-term growth opportunity
• Competitive contract-based compensation

Work Arrangement

• In-Person only – Carling Office, Ottawa

$16 - $22 hourly

The Real Estate Executive Assistant will play a key role in keeping the business running smoothly by supporting transactions, preparing documentation, assisting with listings and marketing materials, and coordinating administrative tasks. This role is ideal for someone looking to grow within the real estate industry and gain hands-on experience in both operations and marketing.

Key Responsibilities: Transaction & Paperwork Support

• Draft and prepare offers, counter-offers, amendments, waivers, and related documents
• Manage transaction files from listing to closing with accuracy and compliance
• Upload, organize, and maintain files in CRM, MLS, and brokerage systems
• Track deadlines, conditions, and closing dates

Marketing & Listing Support

• Prepare listing feature sheets, open house sheets, and property information packages
• Assist with Canva-based designs for listings and marketing materials
• Support basic social media content preparation (training and learning provided)
• Coordinate listing updates and status changes

Administrative & Office Support

• Assist with MLS input, listing paperwork, and internal checklists
• Coordinate with clients, agents, lawyers, mortgage brokers, inspectors, stagers, and vendors
• Follow up on signatures, missing documents, and conditions
• Provide in-person support at the Carling Office

Communication & Coordination

• Communicate professionally with clients regarding documents and next steps
• Maintain confidentiality and professionalism at all times
• Support the Realtor and team with daily operational tasks

Qualifications & Skills

• Strong attention to detail and organizational skills
• Excellent communication and time-management abilities
• Comfortable working in a fast-paced, deadline-driven environment
• Ability to work independently as an Independent Contractor
• Willingness to learn social media marketing
• Basic to intermediate Canva skills (or strong interest in learning)
• Previous experience as a Real Estate Assistant or Administrator is an asset
• Familiarity with OREA forms and real estate transactions preferred

The Yograj Singh Real Estate Team is a fast-growing, client-focused real estate team known for strong market knowledge, high professional standards, and consistent results.