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Position Title: Office Administrator / Administrative Assistant
Salary & Benefits: $55,000-65,000 (no benefits)
Position Status: Immediate vacancy
Location: Vanier
Work Model: Onsite

As a small, close-knit team, every member plays an important role in their success. We are looking for a highly organized, proactive, and detail-oriented Office Administrator / Administrative Assistant who takes pride in their work and thrives in a dynamic, client-focused environment.

This is an opportunity for someone who enjoys being the backbone of an organization, supporting busy professionals, managing competing priorities, and ensuring nothing falls through the cracks.

The Office Administrator / Administrative Assistant will serve as a key point of coordination for the business, supporting day-to-day operations, client communications, scheduling, and administrative activities. The successful candidate will be highly organized, technologically savvy, and confident in managing multiple priorities while maintaining exceptional attention to detail.

This role requires someone who is resourceful, proactive, and willing to go above and beyond to support stakeholders, clients, and the broader team. We are looking for an individual who takes ownership of their work, is accountable for their actions, and consistently demonstrates professionalism and discretion.

Key Responsibilities:

Administrative & Office Support

• Manage complex calendars and coordinate appointments, meetings, and events.
• Book and confirm appointments with clients, partners, and stakeholders.
• Answer incoming phone calls and direct inquiries appropriately.
• Greet clients and visitors in a professional and welcoming manner.
• Maintain organized digital and physical filing systems.
• Prepare, edit, and proofread correspondence, reports, and documents.
• Support general office operations and ensure administrative processes run smoothly.

Client & Stakeholder Coordination

• Serve as a primary point of contact for client communications.
• Respond to emails and inquiries in a timely and professional manner.
• Coordinate schedules and logistics for internal and external stakeholders.
• Build positive relationships through exceptional customer service and responsiveness.
• Follow up on outstanding items and ensure commitments are completed on time.

Real Estate Administration

• Prepare, review, and process contracts and related documentation.
• Ensure documentation is accurate, complete, and submitted within required timelines.
• Coordinate signatures, approvals, and supporting documents.
• Maintain transaction records and assist with compliance-related administrative requirements.
• Record sales transactions and commission reports

Travel & Event Coordination

• Arrange travel accommodations, transportation, and itineraries for stakeholders as required.
• Coordinate meeting logistics and ensure all necessary materials are prepared in advance.

Process Improvement & Technology

• Utilize technology and software tools to improve efficiency and organization.
• Identify opportunities to streamline administrative processes.
• Learn and adapt quickly to new systems and technologies.
• Assist with special projects and additional responsibilities as needed.

The ideal candidate will have a post-secondary education in Accounting, Finance, Business Administration, or a related field, with professional designations considered an asset. You will bring 3–5 years of experience in finance, accounting, or real estate transaction management, ideally within a brokerage environment. Strong financial acumen is essential, including experience with financial trend analysis, commission reporting, and accounts payable/receivable. Familiarity with MLS systems, FINTRAC compliance, and real estate transaction processes, and have experience using Lone Wolf software or similar real estate platforms would be a huge asset but not required. Proficiency in Microsoft Office, particularly Excel, is required, along with the ability to manage multiple priorities, maintain meticulous attention to detail, and collaborate effectively across teams.

What would make a candidate stand out:

• Previous experience in a real estate brokerage would be a huge asset.
• Demonstrated ability to analyze market trends and provide actionable insights.
• Proven combination of financial analysis with attention to detail and a creative flare for marketing with organizational skills for back-office administration.
• Strong interpersonal skills with a proactive approach to problem-solving and process improvement.

The ideal candidate brings a minimum of two (2) years of experience in an administrative, office coordination, or similar support role, preferably within a real estate, professional services, or other client-focused environment. You will possess exceptional organizational and time-management skills, with the ability to manage multiple priorities, coordinate complex schedules, and meet deadlines without sacrificing accuracy. A strong communicator, you are comfortable interacting with clients, stakeholders, and colleagues in a professional and polished manner, both verbally and in writing.

The successful candidate is highly detail-oriented and takes pride in producing accurate, high-quality work. You will demonstrate sound judgment, discretion, and professionalism when handling confidential information and sensitive matters. You are technologically savvy, with strong proficiency in Microsoft Office Suite and the ability to quickly learn and adapt to new software, systems, and digital tools. Most importantly, you are proactive, resourceful, and confident taking initiative, anticipating needs, solving problems, and ensuring that tasks are completed efficiently and effectively.

What Would Make You Stand Out:

• Previous experience supporting real estate professionals, including preparing contracts, coordinating transactions, and managing client communications throughout the sales process.
• Demonstrated ability to anticipate needs, identify potential issues before they arise, and proactively implement solutions with minimal direction.
• Experience working in a small business or entrepreneurial environment where adaptability, ownership, and a willingness to wear multiple hats are essential.
• Advanced technical aptitude, including experience with CRM systems, electronic document management platforms, scheduling tools, and leveraging technology to improve efficiency and organization.

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AI may be used to support certain administrative aspects of our recruitment process. However, all applications and resumes are reviewed by qualified human reviewers, and all screening and hiring decisions are made solely by the hiring team.

The posted salary range reflects expected compensation for this role in accordance with Ontario pay transparency requirements. Actual compensation will be determined based on the successful candidate’s experience, skills, and qualifications and may fall anywhere within the range