Real EstateFractional
Real estate administration · Calgary, Alberta

Real estate admin in Calgary, run as a back office.

A real estate administrator carries the paperwork on a file. The Back Office Co. runs the whole operation around it, at a concierge standard — listings and deals, the deadlines, and the documents, from the listing to the closing — for agents across Alberta. And you can see all of it, any time, in the Docket — your own private page, showing every file, every date, and every document, kept current through the day.

One slot, one file, everything visible in your Docket. The update arrives before the question.

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Closing day — the keys change hands
Fig. 01 — Closing day. Every file, handled.
TAB 01THE WORK

What real estate administration handles — all of it.

The standard administration scope, plus the listing side most services never touch. Both halves of the file, one desk.

Listings, handled.
  • The listing file — set up and compliant
  • ESRA and FINTRAC — prepared, signed, and on file
  • Listing entry — entered and checked
  • Listing write-up — from your direction
  • Media and marketing coordination — photography, floor plans, iGUIDE
  • Signage — ordered, and updated at every status change
  • Listing documents — condo documents, RPR and title, gathered and on file
  • Lockbox and expiry tracking
  • Seller communication — an introduction at launch, updates while it is listed

Deals, handled.
  • The deal file — from acceptance to closing
  • Buyer paperwork — EBRA, Purchaser Consent and FINTRAC, prepared before the offer
  • Offer drafted on request, for your review
  • Introductions and coordination — buyers, sellers, and the co-op agent, all through the back office
  • Conditions, deposits, and deadlines — tracked, chased, and met
  • Status changes — Pending and Sold marked, the sign-down coordinated
  • Visits and walk-throughs — scheduled, booked, confirmed
  • The lawyer package
  • Possession checklists — moving and possession-day, sent thirty days out
TAB 02THE DIFFERENCE

Handled is a standard, not a task list.

Administration is not a pile of tasks handed off one by one. The Back Office runs the operation around the file — buyers, sellers, agents and lawyers, briefed before they have to ask.

Proactive, not reactive. Documents are prepared before they are needed. Deadlines are flagged before they are close. Follow-ups go out on their own schedule. You never have to initiate, remind, or chase — the administration runs.

Closings that feel effortless. Deposits confirmed in trust. Conditions tracked to waiver. Every document verified, signature by signature. When closing day comes, there is nothing left to chase — for you, your clients, or the lawyers.

The client remembers. That it all felt easy. Someone had it — every date, every document, every next step, handled before they ever had to wonder. That is the part that lasts. Your clients feel the concierge. You feel the quiet.

And you can always see it. The Docket does not take weekends off. Whenever you look — Saturday, Sunday, mid-showing — every file is exactly where it should be. White-glove is not a tier. It is the whole thing.

The price, known up front. A retainer — per file, per month. Capped before the file starts. Quiet months bill less. Dormant files bill nothing. No files, no bill.

The agent sells. The Back Office runs the file.

TAB 03THE ALBERTA PART

Built for how Alberta files actually run.

An administration desk that knows your board, your forms, and your conveyancing rhythm — because this desk works in them every day.

Pillar 9 — listing entry, status changes, Pending and Sold marked on your board's timelines, with the sign work coordinated.

Your signing platform and compliance program — every executed document filed in the deal folder and uploaded to your brokerage, tracked until done.

FINTRAC, handled. — Initiated, tracked, and completed by a coordinator trained in FINTRAC, working through your brokerage's own verification system.

The document layer, complete. — RPRs ordered and chased, condo documents in hand, agreements properly signed, and the file checklist complete — nothing reaches your brokerage with a piece missing.

Deadlines on the calendar — condition and deposit dates carried with reminders ahead of time, never on the day.

The closing run — lawyer packages to both sides, closing correspondence with lawyers and lenders, and the file archived audit-ready.

TAB 04THE CHOICE

Three ways to cover the desk.

An honest map of the options, because the right one depends on your volume.

An in-house administrator. A salary, benefits, and a person to manage — and a desk that empties on holidays, sick days, and resignations. Right at high, steady volume; heavy below it.

A pay-per-file coordinator. You pay per closed file, for the paperwork on that file. The system around it — the client care, the coordination of everyone on the file, the visibility — is not part of the arrangement.

A back office. One slot is one file, billed for the months it occupies — $500 active, $250 maintenance, $0 dormant, with per-file caps of $1,000 for a buyer file and $1,500 for a listing file. Listings and deals both, the whole operation run as a system, and every date and document in front of you in the Docket.

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TAB 05FILED UNDER F

Asked, and answered.

Straight answers, no fine print.

What does a real estate administrator do?
Runs the administrative side of a real estate file: the documents, the deadlines, the compliance uploads, and the communication between the parties, so the agent can stay with the clients. An administrator carries the paperwork on a file. The Back Office runs the operation around the whole file — the clients, the administration, and the Docket.
How much does real estate admin support cost in Alberta?
It depends on the model. Pay-per-file coordinators charge per closed transaction. The Back Office works by the slot — a retainer on each file, billed monthly: $500 for a month a file is active, $250 at maintenance, $0 while dormant, with per-file caps of $1,000 for a buyer file and $1,500 for a listing file — so the most a file can cost is known before it starts.
Do you work with agents outside Calgary?
Yes. The desk is in Calgary and the work is remote-first, with agents across Alberta. The systems are the same wherever the file is: your Drive, your calendar, your Docket.
Are you licensed real estate agents?
No. Our operators are not licensed, and the service is unlicensed administrative support under Alberta's unlicensed-assistant rules. Advice, negotiation, and pricing stay with you.
TAB 06THE LINE

What stays with you.

Our operators are not licensed. The licensed work — advice, negotiation, pricing, and the client relationship — stays with you, where it belongs. The coordination, the documents, the deadlines, and the communication run through the back office. Home inspections and repairs: the back office coordinates booking and access at your direction; what comes out of an inspection, and any repair requests or disputes, stay with you and the other party.

Ready to get out of the paperwork?

Tell us about your files, your volume, and how we can help. A few lines is plenty — every message is read and answered by the back office itself. White-glove, start to finish. No slide deck, no pressure — we will take it from there.

Get your time back
The Back Office Co. · Calgary, Alberta