Job Description

Position Overview:

We are seeking a highly organized and detail-oriented individual to join our real estate team as an Administrative Assistant (18 months contract/covering mat-leave). The successful candidate will provide support in managing listings, coordinating with clients and team members, handling various paperwork, and ensuring smooth day-to-day operations. The ideal candidate will be proactive, able to multitask, and possess strong communication and organizational skills.

Key Responsibilities:

Daily/Weekly Tasks:

Manage email correspondence with team members, brokerage staff, lawyers, and clients. Update real estate listings with open houses, price changes, and ensure listings are accurate on Realm. Draft, review, and submit paperwork for real estate transactions. Send documents to clients for signing and ensure proper file storage in Dropbox. Maintain and update client information in Cloze CRM. Collect identification documents for FINTRAC compliance. Coordinate and order necessary trades (e.g., cleaners, stagers, photographers, floor plans). Order signs and arrange lockbox installation. Draft and review property listings, collaborating with agents for feedback. Submit all documentation onto SkySlope for tracking and compliance. Track and manage listing preparation expenses.

Sale Process:

Update Dropbox files with all Agreement of Purchase and Sale (APS) documents. Collect deposit receipts and cheque copies. Gather team members' commission splits. Upload all sale-related documents onto SkySlope. Collect and verify lawyer contact information for both the seller and buyer. Send documents to clients and their respective lawyers.

Managing Listings:

Track listing presentations and set reminders for follow-up. Create and maintain designated file folders with all relevant property information. Assist with gathering property features and details for listings. Draft MLS listings and all necessary attachments for TREB. Communicate with the marketing department for promotional materials and campaigns. Arrange photography, staging, and other preparations for property listings. Track listing expenses and manage budgets. Meet tradespeople on-site as needed for property preparation.

Additional Tasks and Support:

Prepare Comparative Market Analysis (CMA) reports. Assist with mass marketing programs and direct mail campaigns. Support with writing listing descriptions as needed. Provide regular updates on active and sold listings. Assist with preparing offers, amendments, and other transaction-related paperwork. Broker load listings onto the system. Submit deals to the accounting department and SkySlope for processing. Communicate with sellers based on instructions provided by the lead agent. Occasionally attend showings, home inspections, bank appraisals, agent open houses, etc. Track client correspondence, including gifting, closing dates, address changes, etc. Maintain and update the CRM system with all relevant client and transaction data.

Office Support:

Help create and implement office procedures and processing systems. Perform all daily tasks required throughout office hours to ensure smooth operations.

Qualifications:

Previous experience in a real estate or administrative role is an asset. Strong organizational and multitasking abilities. Excellent communication and interpersonal skills. Proficiency with CRM systems, Dropbox, SkySlope, and MLS platforms. Ability to manage deadlines and prioritize tasks efficiently. Strong attention to detail and commitment to accuracy. Knowledge of real estate procedures and compliance (e.g., FINTRAC, WEBFORMS) is preferred.
If you are a proactive and detail-oriented individual with a passion for real estate, we would love to have you on our team. Apply today to help us provide exceptional service to our clients and ensure smooth real estate transactions!

Job Type: Fixed term contract
Contract length: 18 months

Pay: $65,000.00-$75,000.00 per year

Benefits:

On-site parking Paid time off
Location:

Toronto, ON M4S 1Y5 (required)
Work Location: In person