Job Overview
We are a growing Ottawa real estate team looking to hire a Transaction and Listing Coordinator to manage listing and transaction files from intake through closing, and to serve as the main point of client and agent communication throughout each file.
This role combines transaction coordination, listing coordination, and client care into a single position. We're looking for someone who can manage deadlines, paperwork, and compliance with precision, while also handling most day-to-day communication with our clients and cooperating agents. The role also involves directing our virtual assistant on backend drafting and data entry.
Candidates who perform well in this role can expect opportunities for growth in scope and responsibility as our team expands.
Responsibilities
- Manage each listing and transaction file end to end, from signed agreement through closing, tracking all deadlines and conditions
- Ensure all listing and transaction documents are complete, accurate, and compliant with brokerage and regulatory requirements
- Handle day-to-day client communication, including calls and emails, throughout active files
- Communicate with cooperating agents regarding showings, offers, and conditions
- Communicate with lawyers, lenders, inspectors, and other industry professionals as needed throughout a transaction
- Schedule appointments, showings, inspections, and meetings
- Maintain accurate client and property records
- Occasionally pick up or drop off keys, documents, or materials at a listing, and install a lockbox when needed
- Follow up on showings to collect and relay feedback to clients in a timely manner
- Contact past clients periodically to maintain relationships and generate referrals
- Review, personalize, and send client and marketing correspondence, including materials drafted by the team's virtual assistant
- Coordinate photographers, stagers, sign installations, and lockboxes for new listings
- Track and follow up on outstanding signatures, conditions, and compliance paperwork
- Review documents for accuracy and completeness before submission, flagging any compliance gaps to the lead agent
- Assign backend tasks (brochures, MLS entry, paperwork preparation) to the team's virtual assistant and monitor deadlines
- Coordinate closing gifts, key handoffs, and other client-experience details
Requirements
- Must be based locally in Ottawa and available for occasional in-person tasks
- Strong verbal and written communication skills
- Highly organized and detail-oriented, with a demonstrated ability to manage multiple deadlines and files without things slipping through the cracks
- Comfortable balancing relationship-focused work with detail-oriented, process-driven tasks
- Experience with CRM or spreadsheet-based tracking systems; experience with Follow Up Boss, SkySlope, and Google Workspace is an asset
- Comfortable using social media platforms
- Valid driver's license and access to a reliable vehicle, for occasional pickups, drop-offs, and lockbox installs
- Comfortable assigning tasks to and following up with another team member
- Familiarity with real estate documentation and compliance requirements is an asset (training provided)
- Able to maintain confidentiality of client and transaction information
- Bilingual (English/French) is an asset, given Ottawa's client base
- Prior experience as a transaction coordinator, listing coordinator, paralegal, or in a similar role that combines client communication and detailed task management is strongly preferred
What We Offer
- Direct working relationship with the lead agent, with no corporate layers
- Real ownership over client files and the client experience
- Opportunity for growth in hours and responsibility as the team scales
To Apply: Please submit your resume and a brief cover letter outlining your experience and why you would be a great fit for our team. Only candidates selected for an interview will be contacted.
Pay: $22.00-$26.00 per hour
Benefits:
Work Location: Hybrid remote in Ottawa, ON
