Senior Real Estate Administrator

Chamberlain Real Estate Group • Calgary, AB

12d • CA$60,000 - CA$75,000

About The Position

The Chamberlain Group is looking for an experienced Senior Real Estate Administrator to join our Operations Team. This role is not entry-level and requires a strong understanding of the residential real estate environment. The successful candidate will play a key role in supporting a high-performing department, working alongside the Executive Assistant to manage daily operations, support a top-producing real estate team, and ensure an exceptional client experience. This position requires someone who takes ownership, thinks ahead, solves problems proactively, and maintains a high standard of quality. The Chamberlain Group is a top-performing real estate team with Real Broker, focused on providing an exceptional home buying and selling experience through proven systems and a collaborative operations team. They value accountability, continuous improvement, professionalism, and teamwork.

Requirements

• Minimum 1-2 years of residential real estate administrative experience in a fast-paced environment.
• Experience managing residential buying and selling transactions from contract to close.
• Experience preparing contracts and listing documentation.
• Experience entering listings into Pillar9 or another MLS input system.
• Experience using NexOne, DocuSign, or similar electronic signature software.
• Strong written and verbal communication skills.
• High level of proficiency with Google Workspace.
• Experience using Canva.
• Excellent typing and organizational skills.
• Valid driver's license and own your own vehicle.

Nice To Haves

• Someone who naturally takes ownership.
• Someone who doesn't wait to be told every step.
• Someone who notices what needs attention, anticipates problems before they happen, and takes initiative to keep work moving.
• Someone who thrives in environments where priorities change quickly, details matter, and every day looks a little different.
• Highly organized with exceptional attention to detail.
• Calm under pressure and able to manage multiple priorities.
• Confident making decisions and solving problems independently.
• Proactive and able to anticipate what needs to happen next.
• Comfortable coordinating multiple moving pieces at once.
• An excellent communicator with team members, clients, agents, and vendors.
• Adaptable and able to pivot quickly.
• Accountable, dependable, and professional.
• Someone who follows tasks through to completion.
• Naturally curious and always looking for ways to improve systems.
• A collaborative team player who enjoys supporting others while also working independently.
• Passionate about creating an exceptional client experience.

Responsibilities

• Partner with the Executive Assistant to help oversee the daily flow of work across the department.
• Help communicate priorities, coordinate workloads, and keep projects moving forward.
• Step into an operational leadership role during absences or periods of high volume.
• Assist with delegating work, following up on outstanding tasks, and ensuring deadlines are met.
• Support the team by answering questions, resolving issues, and helping maintain consistency across daily operations.
• Identify bottlenecks and proactively recommend improvements to workflows and processes.
• Make confident decisions independently while knowing when to escalate more complex situations.
• Identify potential issues early and communicate them proactively.
• Prepare and review contracts throughout the buying and selling process.
• Coordinate electronic signatures through NexOne.
• Assist with listing preparation and MLS input through Pillar9.
• Review files for completeness, accuracy, and compliance before they move forward.
• Coordinate deadlines and ensure nothing falls through the cracks during active transactions.
• Review listing and transaction files for accuracy before they are shared externally.
• Ensure client-facing documents meet our quality standards.
• Identify recurring errors and help improve processes to reduce them.
• Ensure administrative checklists and procedures are consistently followed.
• Take pride in producing work that is complete, accurate, and requires minimal review.
• Assist with coordinating appointments with clients, photographers, inspectors, trades, lawyers, and other vendors.
• Keep clients informed throughout the buying and selling process.
• Provide proactive communication so clients always know what to expect next.
• Help create an organized, professional, and memorable client experience from start to finish.
• Prepare listing marketing materials using existing templates.
• Assist with social media content and marketing initiatives.
• Research builders, communities, and market information as needed.

Benefits

• Opportunity to make a meaningful impact on both the client experience and the day-to-day success of the team.
• Work within well-established systems while helping shape how they continue to evolve.
• Be trusted with meaningful responsibility and opportunities to grow professionally.
• Be part of a culture built on accountability, ownership, respect, and teamwork.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: No Education Listed