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 havealso received national recognition and awards that reflect both performance and a strong reputation in-market.

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.

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

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

• 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

What we offer:

• 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)