Real Estate Administrator (Transactions & Client Care)

The HR Pro

  • Kingston, ON
  • Permanent
  • Full-time
  • 6 days ago
About Our Client: Our client offers a collaborative, welcoming, and fast-paced work environment and thrives on providing exceptional service to the people they represent. They are growing and are seeking someone with strong skills in administration, client care, and coordination to bring structure, support, accountability, and reliability to the day-to-day needs of the team.The Role: This is a hands-on, in-office administrative and transaction coordination role.The right person is not just administrative - they are the engine behind the scenes, keeping deals, people, and processes moving forward with professionalism and precision.This role is best suited for someone who:
  • Thrives in a fast-paced environment
  • Stays calm under pressure
  • Enjoys structure, systems, and keeping things organized
  • Takes pride in being the person who keeps everything running smoothly
You’ll be working closely with the team to support transactions, coordinate timelines, and ensure a high level of service throughout the client experience.Key ResponsibilitiesTransactions & Administration
  • Manage real estate files from listing to closing
  • Ensure all paperwork is complete, accurate, and submitted on time
  • Confirm deal documentation is uploaded and processed correctly
  • Prepare and assist with commission and deal administration
  • Maintain CRM systems and ensure data accuracy
Client & Deal Coordination
  • Communicate with clients, agents, lawyers, lenders, and service providers
  • Coordinate appointments, showings, inspections, and key milestones
  • Track deadlines, conditions, and closing requirements
  • Ensure nothing falls through the cracks across active deals
Marketing & Listing Support
  • Coordinate listing logistics (signage, lock boxes, materials)
  • Assist with marketing coordination and social media execution
  • Support listing launches and ensure everything is ready to go
Systems & Workflow Support
  • Maintain internal systems, checklists, and workflows
  • Track administrative and marketing tasks
  • Help keep the team organized and operating efficiently
What You Bring
  • Calm under pressure
  • Strong follow-through
  • Sharp judgment
  • A team-first mindset
  • A willingness to step in where needed and help keep things moving
Requirements
  • 3–5 years of real estate administration or transaction experience (required)
  • Strong understanding of real estate processes, timelines, and paperwork
  • Highly organized with strong attention to detail
  • Ability to manage multiple priorities in a fast-paced environment
  • Excellent communication and interpersonal skills
  • Proactive, dependable, and solutions-oriented
  • Comfortable working in a role that requires both office-based work and occasional hands-on support (e.g., signage, errands)
  • Valid driver’s license and access to a reliable vehicle

The HR Pro