Job Description

The Real Estate Administrative Assistant is responsible for providing administrative support to real estate agents, broker, and property managers. The role involves a variety of tasks and not limited to, including managing communication, maintaining client databases, processing transactions, scheduling appointments, PHONING agents & clients and ensuring smooth day-to-day operations in the office.

Key Responsibilities

:

Client and Vendor Communication

: Answer phone calls, respond to emails, and serve as the first point of contact for clients, vendors, and third parties.

Document Preparation

: Assist with drafting and preparing real estate documents, including contracts, leases, listing agreements, and disclosure forms.

Transaction Coordination

: Track and coordinate the progress of real estate transactions from offer to closing, ensuring that all necessary documents are signed and deadlines are met.

Database Management

: Maintain and update client, lead, and property databases using CRM (Customer Relationship Management) software.

Scheduling

: Manage schedules for real estate agents and brokers, coordinate meetings, property showings, open houses, and inspections.

Marketing Support

: Assist with the creation and distribution of marketing materials such as flyers, newsletters, social media posts, and listings.

File Organization

: Maintain organized filing systems for documents and transaction records, both physical and digital.

Real Estate Listings

: Post property listings on multiple platforms (MLS, real estate websites, etc.) and update as needed.

Office Management

: Order office supplies, manage mail, and handle other office tasks as needed to ensure an efficient work environment.

Customer Service

: Provide excellent customer service to clients, answering questions, addressing concerns, and ensuring satisfaction throughout the process.

Qualifications

:

Education

: High school diploma or equivalent required; a degree or certification in business administration, real estate, or a related field is a plus.

Experience

: Previous experience in a real estate office or administrative role is highly preferred.

Skills

: Strong organizational skills and attention to detail. Excellent communication skills, both verbal and written. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and real estate software (MLS, CRM platforms). Ability to multitask and prioritize effectively in a fast-paced environment. Knowledge of real estate terminology and processes is a plus.

Traits

: Self-motivated, proactive, dependable, and adaptable.

Work Environment

:

Typically works in an office setting, though some positions may involve working remotely or at properties for showings or meetings. Occasional evening or weekend work may be required to support brokerage events.
Job Type: Part-time

Pay: From $16.00 per hour

Additional pay:

Signing bonus
Flexible language requirement:

French not required
Schedule:

Monday to Friday
Education:

Secondary School (preferred)
Experience:

Administrative: 1 year (preferred)
Work Location: In person

Expected start date: 2025-06-01