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
Expected hours: 20 per week

Additional pay:

• Signing bonus

Flexible language requirement:

• French not required

Schedule:

• Monday to Friday

Education:

• Secondary School (preferred)

Experience:

• Administrative experience: 1 year (preferred)

Work Location: In person
Expected start date: 2025-01-1

• 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