Real Estate Sales Administrator

Explore A Career At Mosaic

Mosaic is a diversified, 100% Canadian-owned land solutions company focused on long-term value creation from private forest lands and public forest tenures. Through an integrated, multi-use approach, Mosaic manages its land base across sustainable forestry, renewable energy, watershed services, recreation, real estate and carbon programs, bringing together innovation and stewardship to strengthen economic performance and environmental resilience. By aligning these complementary uses within a single land portfolio, Mosaic builds lasting value while helping shape the future of sustainable land management. Learn more at MosaicForests.com.

The Opportunity

Mosaic is seeking a Real Estate Sales Administrator to work out of our Nanaimo office on Vancouver Island, British Columbia.

The Role

Reporting to the Manager, Real Estate Sales, the Real Estate Sales Administrator will support the coordination and administration of real estate transactions, and sales activities across Mosaic’s diverse portfolio of land. The role is responsible for maintaining accurate sales records, coordinating transaction documentation, and supporting day‑to‑day sales and marketing activities in collaboration with the Real Estate, Legal, and Finance teams. Specific responsibilities include but are not limited to:

• Providing administrative support to the Real Estate team, including preparing and administering contracts, licences, road use and third-party access agreements in coordination with Legal Services, and preparing property listing materials, sales documentation, correspondence, reports, and presentations;
• Coordinating the preparation and execution of purchase and sale agreements, offer documentation, and related transaction materials in conjunction with Legal Services as required;
• Supporting the management of active listings and transactions, including coordinating with buyers and brokers, and tracking transaction milestones and deadlines;
• Administering contracts involving deposits, commissions, and closing adjustments, preparing invoices, monitoring payments, and ensuring compliance with contractual obligations;
• Managing documentation, listings, and records related to residential, commercial, recreational, and industrial land sales across Mosaic’s property portfolio;
• Maintaining accurate and current sales and property records within Mosaic’s management systems, including LRM, Laserfiche, and SharePoint, and generating reports for internal and external stakeholders; and
• Responding to internal and external inquiries related to sales matters, as well as liaising with real estate brokers, government agencies, and third parties as needed.

What We’re Seeking:

• A minimum of 2 years’ experience in real estate, property sales, land administration, or a related field;
• Post-Secondary Education in a related field is preferred, but not required;
• A Diploma in Urban Land Economics or other education related to real estate, land administration, conveyancing, or property management is an asset;
• Strong knowledge of real estate transaction processes, title conveyancing, property marketing, and records management;
• Strong knowledge of land title systems, and real estate regulatory requirements;
• Strong communication and interpersonal skills, with the ability to work collaboratively across teams and with external clients, realtors, and government agencies;
• Excellent organizational skills, attention to detail, and ability to manage multiple priorities and transactions simultaneously; and
• Proficiency with Microsoft Office and comfort working within document and data management systems.

Mosaic values diversity and recognizes that talent comes in many forms. Even if you don’t meet every qualification, we encourage you to apply. We’re eager to learn about your unique knowledge, skills and experiences.

What You Get
We are proud of our highly collaborative, respectful, and innovative work environment. Our employees are empowered with high levels of role autonomy and the ability to make decisions and lead change.

At Mosaic, we believe in rewarding our employees with a comprehensive and competitive package that reflects the value they bring to our team. Here's a glimpse of what you can expect when you join us:

• Competitive compensation that matches your skills and experience.
• Annual bonus tied to both individual and company performance, recognizing your contributions to our success.
• Employer-paid premiums for a robust benefits package to support your wellness.
• Company-funded defined contribution pension plan to help secure your future.
• Generous paid vacation program, to recharge and relax.
• Up to one day per week of remote work, subject to role requirements and leader approval.
• We also offer various additional benefits and programs, including maternity and parental leave EI top-ups, opportunities for continuing education and professional development.

All programs and benefits are subject to change.

Compensation

The annual salary range for this position is $60,000 to $75,000. Individual compensation is commensurate with skill, relevant experience, and education.