Job Description

Kirby Cox & Associates, one of Calgary's top real estate teams, is looking for a highly organized and detail-oriented

Administrative Coordinator

to join our team. This role is essential in ensuring smooth real estate transactions, efficient office operations, and outstanding client service.

Key Responsibilities

Reception & Communication

Answering phones, checking and responding to voicemails. Able to manage a high-volume of emails and distribute as required.

Purchase & Sale Conveyancing

Preparing and sending correspondence to lawyers, clients, and Realtors. Coordinating home inspections, possession dates, and move-in/move-out reminders. Managing Outlook calendars

Payroll & Accounting

Processing payroll and staff expenses. Bookkeeping for team budget, actuals, and commissions (Excel-based). Preparing documentation for GST returns and liaising with the bookkeeper. Paying monthly invoices and reconciling expenses.

Client Database & Marketing Support

Maintaining and updating client database across all team members. Sending client anniversary cards and managing annual calendar mailouts. Preparing targeted marketing lists for email campaigns.

Marketing & Social Media

Assist in Social Media and Graphic Design Familiar with programs such as Canva & Constant Contact Experience with lead generation systems and Drip Campaigns

Qualifications

Previous experience in real estate conveyancing, administration, or bookkeeping preferred. Strong organizational skills with the ability to manage multiple deadlines. Excellent written and verbal communication skills. Proficiency with Microsoft Office (Excel, Outlook, Word) and comfort learning new systems. High attention to detail and commitment to accuracy. Team-oriented, dependable, and client-focused.

What We Offer

A supportive, professional, and collaborative team environment. Training and resources to help you succeed. Competitive compensation. Opportunity to work with one of Calgary's most respected real estate teams.
Job Type: Full-time

Pay: From $45,000.00 per year

Work Location: Hybrid remote in Calgary, AB T3A 5K8