Real Estate Administrative Assistant
Are you an experienced real estate administrator who thrives on organization, communication, and creating an exceptional client experience? Do you enjoy keeping transactions on track, anticipating what needs to be done next, and ensuring every detail is handled with care?
I'm an independent REALTOR® with RE/MAX who has proudly helped buyers and sellers throughout Calgary for the past 12 years. I assist approximately 35–45 clients each year and am looking for an experienced Real Estate Administrative Assistant who wants to become a long-term part of my growing business built on exceptional service.
This is a remote independent contractor position with daytime hours offering 20-25 hours per week with possibly more hours as my business grows. My business operates primarily using Google Drive, Canva, and IXACT Contact CRM, with established systems, templates, and processes already in place.
What You'll Do
Your primary role will be to ensure every client receives outstanding communication and support throughout their buying or selling journey while keeping daily operations running efficiently.
Responsibilities include:
- Preparing and sending transaction updates and "next Steps" emails to buyers and sellers
- Managing contract timelines and ensuring important deadlines are met
- Preparing and sending bi-weekly market updates
- Managing client follow-up tasks and maintaining the CRM database
- Assisting with social media content and marketing materials
- Coordinating client appreciation events
- Sending birthday cards and home anniversary gifts
- Maintaining organized systems, templates, and checklists
- Ensuring no client communication or task falls through the cracks
- Identifying opportunities to improve workflows and increase efficiency
What I'm Looking For
I'm looking for someone who I can rely on and already understands the pace and attention to detail required in real estate. The ideal candidate can work independently, takes ownership of their responsibilities, and genuinely enjoys delivering exceptional client service.
You'll be a great fit if you are:
- Experienced in residential real estate administration
- Highly organized and exceptionally detail-oriented
- Proactive and able to anticipate what needs to be done next
- An excellent written communicator with strong English skills
- Comfortable managing multiple transactions and deadlines simultaneously
- Tech-savvy and quick to learn new systems
- Professional, dependable, and trustworthy
- Someone who enjoys improving systems and creating efficiencies
- Reliability and prompt communication are a must
Accuracy is extremely important to me. I value someone who follows tasks through to completion, takes ownership of their work, and communicates openly. I encourage questions, I'd much rather clarify something than have assumptions made. I'm looking for someone who enjoys collaboration, continuous improvement, and being a trusted part of a successful business.
Required Qualifications
- Previous or current experience working in a residential real estate office or for a REALTOR®
- Experience managing real estate transactions from accepted offer through possession
- Strong working knowledge of Google Workspace
- Experience using a real estate CRM (IXACT Contact experience is an asset)
- Canva experience
- Social media content creation experience
- Excellent written and verbal communication skills
What You'll Enjoy
- Remote, flexible daytime work
- Long-term contract opportunity
- Meaningful work that directly impacts clients
- Established systems and processes to support your success
- A collaborative environment where your ideas are welcomed
- The opportunity to become an integral part of a growing real estate business
If you're an experienced real estate administrator who takes pride in exceptional organization, proactive communication, and delivering outstanding client service, I'd love to hear from you.
Pay: $22.50-$30.00 per hour
Work Location: Hybrid remote in Tsuu T'ina, AB T2W 5V2
