Real Estate Administrative Assistant (Part-Time)

Job summary

Qualify inbound leads, manage CRM records and follow-ups, and schedule in-person client appointments. Coordinate real estate documents and deal communications while supporting executive schedules and daily operational priorities.

Job details

Position: Operations & Executive Assistant (Part-Time, 10–15 hrs/wk or more) Location: Ottawa, ON (Hybrid / Local Presence Required) Growth Path: Direct trajectory to Full-Time based on execution and volume scale About the Role Aston Gate Real Estate is hiring a sharp, proactive, and highly intelligent Operations & Executive Assistant to drive back-office execution, lead management, and client scheduling. This is not a passive administrative job. You will be the central engine managing high-volume inbound leads, enforcing rigorous CRM hygiene, coordinating legal paperwork, and booking high-converting in-person client appointments. You will work directly alongside leadership in a fast-paced, high-stakes real estate environment. Key Responsibilities Lead Triage & Appointment Setting: Rapidly qualify inbound digital and text leads, execute low-friction follow-up protocols, and book private in-person meeting slots. CRM System Management: Maintain 100% pipeline accuracy. Track lead statuses, schedule follow-ups, enforce tag hygiene, and prevent any prospect from slipping through the cracks. Legal & Deal Coordination: Manage buyer documents, package purchase agreements, coordinate deal caps/amendments with real estate lawyers, and handle builder communications. Executive Administrative Support: Manage executive schedules, clear operational bottlenecks, format client-facing assets, and execute daily tactical priorities independently. Candidate Qualifications High Intellectual Capacity: Quick learner who thinks two steps ahead, solves problems independently, and operates with zero hand-holding. Communication Mastery: Flawless written English, sharp phone manner, and the ability to craft clear, direct, and persuasive texts/emails. Tech Fluency: Proficient with modern CRM platforms, Google Workspace, electronic signing software, and mobile messaging workflows. Execution & Accuracy: Obsessive attention to detail, strict adherence to systems, and high performance under pressure. Schedule & Compensation Hours: 10–15 hours per week to start (flexible daytime/evening windows to match lead flow). Pay: Competitive hourly rate based on experience, with performance-based incentives for appointment conversion and deal completions. Path to Full-Time: Opportunities for rapid expansion into a full-time Operations Director / Business Manager role as volume scales.

What you’ll do

Qualify inbound leads, manage CRM records and follow-ups, and schedule in-person client appointments. Coordinate real estate documents and deal communications while supporting executive schedules and daily operational priorities.

Requirements

The role calls for a quick-learning, independent candidate with strong written and phone communication, technology fluency, and exceptional attention to detail. Candidates should be comfortable following structured systems and performing accurately under pressure; experience with CRM platforms, Google Workspace, electronic signing software, and mobile messaging workflows is specified.

Listed skills

• written communication · Preferred
• Google Workspace · Preferred
• Administrative Support · Preferred
• CRM Management · Preferred
• Attention to detail · Preferred
• Lead Qualification · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Lead Qualification
• Appointment Setting
• CRM Management
• Pipeline Tracking
• Follow-Up Coordination
• Legal Document Coordination
• Deal Coordination
• Executive Scheduling
• Administrative Support
• Written Communication
• Phone Communication
• Google Workspace
• Electronic Signing Software
• Mobile Messaging
• Attention to Detail
• Independent Problem-Solving

Job areas

• Administrative
• Sales
• Management & Leadership
• Legal