POSITION OVERVIEW

This on-site role supports Michelle Fraser in maximizing productivity, sales generation, and team leadership by overseeing both executive-level administrative support and daily operational excellence. You will serve as a key liaison across all departments, ensuring seamless coordination, communication, and follow-through that aligns with the team’s mission of delivering world-class real estate services.
The ideal candidate is proactive, organized, resourceful, and thrives in a fast-paced, high-performance environment with discretion and a deep sense of accountability.

REQUIRED SKILLS & ATTRIBUTES

• Highly organized with exceptional attention to detail
• Able to prioritize tasks and solve problems independently
• Calm under pressure and adaptable to change
• Strong communication skills – verbal and written
• Tech-savvy with experience in CRM, project management, and productivity tools
• Energetic, team-oriented, and committed to long-term growth within the Fraser Group

1. Executive Support

• Own and manage the Team Leader’s calendar, meetings, appointments, and travel logistics
• Handle all email and phone correspondence on behalf of the Team Leader with professionalism and confidentiality
• Prepare meeting agendas, presentation materials, and follow-up action plans
• Run personal and professional errands as needed to support the Team Leader’s effectiveness
• Serve as a strategic gatekeeper, prioritizing time and access based on urgency, alignment, and client Care

1. Operations Oversight

• Lead day-to-day operations, ensuring all systems (e.g., EOS, Sisu, Follow Up Boss, Google Workspace) are optimized and followed
• Manage office administration: supplies, equipment, tech troubleshooting, filing, and compliance
• Coordinate agent onboarding, resource access, checklists, and internal team updates
• Track and report team KPIs, listing performance, lead conversion, and revenue goals
• Implement and monitor SOPs across departments to ensure team-wide efficiency

1. Transaction Coordination & Listing Management

• Oversee all listing and buyer transactions from contract to close with client-first communication
• Coordinate staging, photography, marketing materials, and property readiness
• Ensure listings are entered accurately into MLS, broker platforms, and public websites
• Monitor showing feedback, listing activity, and reporting metrics to the Team Leader

1. Finance & Bookkeeping

• Support accounts payable/receivable in coordination with head office
• Track team expenses, vendor invoices, and reconcile statements
• Maintain logs of reimbursements, commission splits, referral payouts, and monthly financial summaries

1. Communication & Relationship Management

• Liaise with clients, vendors, partners, and team members with tact and diplomacy
• Maintain database integrity and lead tracking systems in Follow Up Boss
• Respond to client needs, requests, and updates with urgency and excellence
• Assist in event coordination, team celebrations, and client appreciation efforts