Real Estate Administrative Assistant

Job Description
About Our Client

Our client is a high-performing real estate team based in Halifax, recognized for delivering an exceptional, client-first experience through strong service standards, clear communication, and dependable follow-through. The team operates in a collaborative, fast-paced environment with well-established systems and procedures that drive consistency, efficiency, and results. They have also received national recognition and awards that reflect both performance and a strong reputation in-market.

Role Overview

This role is ideal for a self-motivated, highly organized administrator who takes pride in accuracy, clear communication, and being the dependable “hub” that keeps things moving. The successful candidate enjoys working from checklists, managing details with care, and supporting others in a fast-paced, relationship-driven environment. Working closely with the Admin Manager, this person will bring structure, follow-through, and calm efficiency to day-to-day operations—while handling information with discretion and professionalism.

All applications will be treated confidentially.

Key Responsibilities

• Coordinate and manage real estate transaction administration, including activating new listings, processing sales documentation, monitoring deadlines, and ensuring timely follow-up

• Prepare and draft standardized documents using Webforms (including offers, listing paperwork, and buyer documents)

• Communicate professionally with agents, lawyers, lenders, and clients via email and phone

• Manage and maintain the team’s CRM (Follow Up Boss/FUB), ensuring accurate data entry and updates

• Confirm and coordinate showing requests for team listings with agents and clients

• Track and maintain key team statistics and reporting as required

Attributes for Success

• Efficiency-minded and organized: You keep details moving, manage competing priorities, and maintain order in a high-volume environment

• Detail-driven: You take pride in accuracy, strong written communication, and producing polished, professional documentation

• Tech-comfortable: You learn systems quickly and enjoy troubleshooting workflows (experience with Paragon is considered an asset)

• Proactive and solutions-oriented: You anticipate needs, follow through without reminders, and take initiative to improve day-to-day execution

• Positive and team-focused: You bring a helpful, approachable style and contribute to a supportive working environment

Requirements

• Minimum 1 year of administrative experience
• Experience in real estate is an asset, but not required
• Valid driver’s license and reliable vehicle
• Proficiency with Microsoft Office (Word, Excel, Outlook), CRMs, and e-signature platforms (e.g., Docu Sign)
• Strong verbal and written English communication skills
• Highly organized, detail-oriented, and able to manage multiple priorities and shifting deadlines
• Professional, service-oriented demeanor; comfortable working under pressure
• Able to work independently and collaboratively as part of a team
• Self-starter with strong reliability, initiative, and a proactive approach to problem-solving

Benefits

What we offer:

• Training, on-going support, & professional development
• The opportunity to be part of a productive and well-respected team of professionals who all unconditionally support and encourage each other with a helpful spirit.
• Fun paid monthly team events (kayaking, spa day, restaurants, etc)

Requirements

Qualifications & Skills Mandatory:
Previous real estate experience and proficiency with Web Forms/Transaction Desk. Minimum 2 years of administrative experience in a fast-paced environment. Proficient in Microsoft Office Suite (Word, Excel) and social media platforms (Facebook, Instagram, Linked In). Strong verbal and written communication skills in English. Highly organized, detail-oriented, and able to manage multiple priorities. Service-oriented, professional, and positive demeanor. Comfortable learning new systems and technologies.

Able to work independently and as part of a team. Thrive under pressure with tight deadlines. Availability:
Must be available to work evenings and weekends as needed (not often). Transportation:
Must have a valid driver’s license and a reliable vehicle.