ABOUT GUIKER

Guiker is a technology‑driven real estate firm that helps clients achieve their financial goals through real estate. The brokerage offers a vertically integrated platform that combines investment advisory, real‑estate brokerage, and property management under one roof. Guiker prides itself on delivering unique investment opportunities, AI‑enabled productivity, and built‑in demand generation for its agents.

REQUIREMENTS

• Proven experience in office administration and/or executive assistance, preferably in real estate or a tech‑enabled service business.
• Advanced proficiency with customer relationship management systems (Hubspot or similar)
• Strong technical aptitude; comfortable learning new tools such as G Suite, Slack, Notion
• Excellent organizational skills with the ability to manage multiple priorities and meet deadlines.
• Strong written and verbal communication skills in English and French.
• Knowledge of real estate brokerage compliance, lease documentation, and property management workflows is desirable.

ROLE OVERVIEW

This role ensures smooth daily operations and maximizes brokerage efficiency by facilitating all administrative and operational areas. Beyond standard administrative duties, the Office Administrator / Executive Assistant will serve as a strategic partner to leadership, manage CRM systems, and drive the adoption of technology tools that support brokers.

KEY RESPONSIBILITIES

• Office & Operations Management:
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• Oversee day‑to‑day operations: procurement of office supplies, vendor management, scheduling property viewings, and ensuring regulatory compliance.

• Streamline administrative processes, from new listing setup to document management and record keeping (leases, contracts, compliance files).
• Support property management functions, including tenant correspondence and coordination with maintenance vendors, in line with Guiker’s vertically integrated model.
• CRM Administration & Data Management:
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• Maintain and optimize the company’s CRM (Hubspot) monitor data accuracy, create reports, and implement best practices.

• Coordinate onboarding and training for brokers on CRM usage; troubleshoot issues and liaise with technical support.
• Technology & Process Improvement:
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• Champion the adoption of digital tools that enhance productivity; coordinate with technical teams to integrate solutions (e.g., Figma for visual content collaboration)

• Identify opportunities for automation (e.g., email templates, task reminders) to reduce manual workload.
• Marketing & Communications Support:
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• Assist in preparing marketing collateral, newsletters, and social media updates; help plan client events and broker seminars.

• Generate and analyze CRM data reports to support marketing campaigns and lead‑nurturing strategies.