Office Administrator

Recruiting In Motion - Eastern Ontario; Ottawa; On-site; CAD 55,000 - 65,000; Full time

Job summary

Recruiting In Motion - Eastern Ontario is seeking an Office Administrator / Administrative Assistant for their Ottawa location. This key role requires a proactive and detail-oriented individual to manage office operations and support client communications.

The ideal candidate will possess strong organizational and financial skills, with at least 3-5 years of relevant experience. Salary range for this position is $55,000-65,000, with expected compensation based on qualifications.

Qualifications

• Minimum of 3-5 years of experience in finance, accounting, or real estate transaction management.
• Strong financial acumen including financial trend analysis and commission reporting.
• Familiarity with MLS systems, FINTRAC compliance, and real estate transaction processes.

Responsibilities

• Manage complex calendars and coordinate appointments, meetings, and events.
• Serve as the primary point of contact for client communications.
• Prepare, review, and process contracts and related documentation.
• Arrange travel accommodations and itineraries for stakeholders as required.
• Utilize technology and software tools to improve efficiency and organization.

Skills

Organizational skills

Detail-oriented

Customer service

Financial acumen

Communication skills

Microsoft Excel

Education

Post-secondary education in Accounting, Finance, Business Administration, or related field

Tools

Lone Wolf software

CRM systems

Microsoft Office

Job description

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 our success. We seek a highly organized, proactive, and detail-oriented Office Administrator/Administrative Assistant who thrives in a dynamic, client-focused environment and serves as the backbone of the organization.

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 the 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.

Qualifications

The ideal candidate will have a post‑secondary education in Accounting, Finance, Business Administration, or a related field. A minimum of 3–5 years of experience in finance, accounting, or real estate transaction management, ideally within a brokerage environment, is required. Strong financial acumen, including experience with financial trend analysis, commission reporting, and accounts payable/receivable, is essential. Familiarity with MLS systems, FINTRAC compliance, and real estate transaction processes, and experience using Lone Wolf software or similar real estate platforms, would be a huge asset but is 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.

Additional desirable experience includes:

• Previous experience in a real estate brokerage.
• Demonstrated ability to analyze market trends and provide actionable insights.
• Strong interpersonal skills with a proactive approach to problem‑solving and process improvement.
• Experience supporting real estate professionals throughout the sales process.
• Advanced technical aptitude, including experience with CRM systems and electronic document management platforms.
• Experience working in a small business or entrepreneurial environment where adaptability and ownership are essential.

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; anticipation of needs; advanced technical aptitude; adaptability; ownership; willingness to wear multiple hats.

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.