Paralegal Administrative Assistant

CLV Group; Ottawa; On-site; CAD 45,000 - 60,000; Full time

Job summary

A leading Canadian real estate firm is seeking a Paralegal / Administrative Assistant in Ottawa. In this role, you will provide legal file management and administrative support to the brokerage team. Ideal candidates will have a diploma in Paralegal studies and strong communication skills. Join us to make a meaningful impact in real estate while ensuring compliance and supporting team success.

Qualifications

• 2+ years of relevant experience; co-op / internship or office admin experience welcome.
• Comfortable formatting professional correspondence and simple summaries.
• Proactive reliable and eager to learn.

Responsibilities

• Manage calendars, meeting logistics, and follow-ups for senior leaders.
• Maintain compliant trade record files and prepare materials for audits.
• Prepare, review, and format listing agreements and closing packages.

Skills

Strong organisation and attention to detail

Clear written and verbal communication

Proficient with Microsoft 365

Discretion and professionalism

Education

Diploma / certificate in Paralegal Legal Office Administration or equivalent

Tools

Microsoft 365

Job description

Overview

CLV Group is a premier Canadian real estate firm specializing in the acquisition development and management of high-quality real estate assets. We deliver exceptional returns by aligning strategic acquisitions with expertly executed developments innovative asset management and operational excellence. Our consistent performance is no accident - its driven entirely by the strength of our people.

What truly differentiates CLV is our belief that real estate can and should be a force for good. Were not just in the business of buildings; were in the business of building better communities. From office-to-residential conversions to mixed-use developments we approach every project through a lens of sustainability impact and long-term value.

Our culture is rooted in passion purpose and a strong sense of community. We cultivate thriving environments where residents businesses and neighbourhoods flourish. Philanthropy and social responsibility are embedded into our DNA ensuring that as we grow so do the communities we serve. We want to show the world that a business can scale AND do good at the same time.

CLV is at a pivotal moment of expansion. With aggressive growth projections and a robust pipeline of projects we are actively scaling across all areas of our business. For investors that means strong fundamentals and long-term value creation. For top-tier talent it means meaningful work career growth and a chance to be part of something transformative.

If you are a professional looking to build a rewarding career in real estate - CLV Group offers an unparalleled opportunity to grow contribute and make a lasting impact.

Find out more about our upcoming projects here: Real Estate Development Ottawa CLV Group.

It is important to note that this role is for CLV Realty Corporation Brokerage, a key piece of CLV's total real estate platform. For reference, for over 45 years CLV Realty Corporation has proudly served as a cornerstone of Ottawa's real estate landscape focusing on the vibrant communities that make up our Nation's Capital and its surrounding areas. The expertise of our brokerage team spans a diverse range of properties from single-family homes of all sizes to apartment buildings owner-occupied multi-family properties like duplexes and triplexes and expansive building lots. Additionally this team specializes in commercial leasing offering a comprehensive portfolio of retail, office and warehouse spaces. With top-notch agents dedicated to securing the best lease rates possible CLV Realty Corporation is the trusted partner for all your commercial real estate needs.

Role

We’re hiring a Paralegal / Administrative Assistant to support our Managing Director and real estate brokerage team. This role blends legal file management with high-calibre administrative support ensuring transactions are compliant accurate and on time. The ideal candidate brings sound judgment professionalism and a calm solutions-oriented approach.

Please note : The position is posted on our careers site under a different title though the responsibilities are identical. We will calibrate the final title scope and compensation to the successful candidate’s experience.

In addition to the duties typically expected of a junior level paralegal / administrative professional key responsibilities will include :

• Transaction & document management

Prepare review and format listing agreements offers / APS amendments waivers notices leases estoppels and closing packages.

• Maintain transaction checklists critical dates (conditions deposits closings) and follow-ups to completion.
• Coordinate due diligence materials (searches certificates insurance corporate docs) and liaise with external counsel brokerages lenders and stakeholders.
• Regulatory compliance

Support brokerage compliance with RECO / TRESA requirements including FINTRAC KYC / ID verification records and audit readiness.

• Maintain compliant trade record files brokerage policies and records-retention logs; prepare materials for audits / inspections.
• Trust & deposit administration (with Finance)

Track deposits prepare receipts reconcile files against trust ledgers and assist with disbursement and release documentation.

• Executive & team support

Manage calendars meeting logistics briefing notes and follow-ups for senior leaders.

Draft professional correspondence and board / committee memos; compile presentations and status reports for internal and external stakeholders.

• Systems & records

Keep contact databases filing systems and deal platforms current (e.g. document management / e-signature tools).

• Uphold confidentiality and privacy (PIPEDA) across all records and communications.

Qualifications & Profile

• 02 years of relevant experience; co-op / internship or office admin experience welcome.
• Diploma / certificate in Paralegal Legal Office Administration Real Estate or Business (or equivalent experience).
• Strong organisation and attention to detail; able to track tasks and deadlines with guidance.
• Clear written and verbal communication; comfortable formatting professional correspondence and simple summaries.
• Proficient with Microsoft 365 (Outlook Word Excel PowerPoint); quick to learn e-signature and document management tools.
• Discretion and professionalism when handling confidential information.
• In-office team player who is proactive reliable and eager to learn.

Nice to Have

• Exposure to real estate documents (listing agreements APS / offers leases) basic closing steps and awareness of RECO / TRESA and FINTRAC requirements (training provided).
• Experience in a real estate paralegal / legal assistant or brokerage admin role (law firm or brokerage) or customer-facing real estate office experience.
• Basic familiarity with trust deposit workflows and file checklists.
• Bilingual (English / French) an asset.
• Licensed Paralegal (LSO) an asset not required.

(We will provide training on brokerage procedures compliance and templates with a clear path to increased responsibility.)

Most importantly we are a small yet mighty team. This is a roll up your sleeves help where you are needed kind of role. We are looking for a new team member who will be a culture builder and brand champion someone who will support our success when and as needed as our team will do for you when you need it.

This role is based in our offices five days a week giving you the opportunity to work closely with your colleagues learn from experienced professionals and grow in a highly engaged team environment.

Learn more about our working at CLV here : Talent and Culture - CLV Group

We are committed to diversity in our workforce and are proud to be an equal opportunity employer. We are excited to work with talented people period. All employment decisions are based on business needs job requirements and individual qualifications without regard to race color religion or belief national or ethnic origin gender age disability sexual orientation gender identity and / or expression marital or civil status political affiliation family or parental status or any other status protected by the laws or regulations in the jurisdictions in which we operate.

We strive to make our website and application process accessible to all users. Accommodation is available upon request for candidates taking part in all aspects of the selection process. Please send an email to

and let us know the nature of your request and your contact information. This contact information is for accessibility requests only and cannot be used to inquire about the status of applications.

Our team handles a lot of sensitive information which means we require all candidates that receive and accept employment offers to complete a background check before being hired.

Thank you for your time and desire to join our winning team and to play a critical role in developing future communities across Canada.

Only selected candidates will be contacted. No phone calls please.

We appreciate your interest in exploring an opportunity with CLV Group!

Key Skills

Generator, Accomodation, Football, Advertising, Architectural Design

Employment Type : Full-Time

Experience : years

Vacancy : 1