Job Description

Primary Responsibilities

The Admin Assistant will provide

end-to-end client support

once a contract and/or offer is received, ensuring a smooth, professional, and well-documented transaction experience.

Client & Transaction Support

Connect with clients same day once a

contract/offer is received

, outlining the steps needed for a successful sale. Update

Skyslope

with all necessary documentation, required all uploads to be completed 4 weeks proper to close and file showing 0 on the main page Provide all

required documentation

to clients specific to their transaction. Guide clients professionally through each step of the process. Input all

appointments and tasks into Follow Up Boss (FUB)

for tracking. Complete

FINTRACs

for clients involved in transactions. In charge of receiving deposits in a timely manner and communicating with the sellers they have been received , or with the buyers to ensure they are completed in a timely manner

MLS & Documentation Management

Update MLS within

12 hours

once an offer with dual signatures is received, and again when the listing becomes pending or firm. Prepare and provide

Bank Packages at time of offer

and

Lawyer Packages at firm sale

for conveyancing. Confirm

Real Property Report (RPR)

status and supply to required professionals. Assist Karlee with

contracts, amendments, and addendums

.

Client Reviews & Feedback

Request and manage

Rate My Agent

reviews from clients. Request and manage

Google Reviews

from clients.

Operational Support

Attend

home inspections

on behalf of Karlee as needed. Complete

lockbox pick-up and drop-off

. Manage website and app listing lifecycle: Post as

Coming Soon

Change to

Available

Update to

Sold

when completed

Rotate photos weekly

to keep listings fresh
The Admin Assistant will oversee the listing preparation process from the moment an

Exclusive Seller Agreement

is received, ensuring a seamless and professional client experience. Responsibilities include:

Listing Preparation

Confirm receipt of

Exclusive Seller Agreement

and begin the listing workflow. Create

Google Drive, FUB Deals, & Drive Link

Order

sign installation

through Riteway Signs. Order repairs or sign changes through

Riteway Signs

(CS or S).

Book and coordinate all required services

(carpet cleaning, photography, staging, etc.) (see exclusive seller agreement in terms for more info) Enter all services by appointmentinto

Follow Up Boss (FUB)

and provide clients with a clear summary of scheduled dates/times to confirm accuracy. If a luxury listing, post to

EXP Luxury

and provide client with direct link to their custom website, as well as share statistics on a weekly basis of the traffic received Add the sellers to

Showing Time

with one or both phone numbers of those on title. Utilize the structured email to communicate how they will accept showing requests*

MLS & Marketing Management

Once photos are received,

organize and upload

them to MLS. Create Listing Confirm approval from both the

Agent

and the

Client

before the listing goes live. Post listing on

Facebook Marketplace

and update as needed.

Rotate MLS & Marketplace photos weekly

to highlight different aspects of the property. Complete the

monthly newsletter

work with Karlee on this. Send to clients in Wix. Send Open Houses by emailweekly to all clients Create

print material

for all homes

Ongoing Seller Support

Provide

weekly seller statistics

to Karlee Wick for distribution to clients, including: Number of showings Data on Facebook Marketplace Number of agents who viewed Number of buyers who viewed Number of "favourited" saves Update open houses on

all platforms

(MLS, Website, FB Marketplace). Distribute

marketing materials

created by the Client Care Specialist.
Job Type: Full-time

Pay: From $25.00 per hour

Work Location: Hybrid remote in Cochrane, AB

Application deadline: 2025-12-08
Expected start date: 2025-12-10