Real Estate Licensed Administrative Assistant

Busy and dynamic real estate agent is growing and looking to hire a Licensed Administrative Assistant. The ideal candidate will be a licensed Realtor that is looking for a more balanced work schedule with guaranteed hours, income and wants to be in more of an administrative role while still being able to transacts for themselves and friends and family.

This person will be working very closely with the team leader and sales agents in order to simplify the sales agents duties and help provide an exemplary customer experience.

General Duties :

Opening and closing of the Office Facility

Checking the office mailbox daily and mailing items as required

Answering the phone, servicing customers and / or directing messages to the appropriate person

Monitoring, directing and responding to incoming emails

Greeting customers and handling deliveries

Communicating with inside / outside sales agents

Communicating with clients / customers to ensure a first class customer service experience

Creating Google Meet links

Assisting with scheduling and appointments

Organizing, forwarding and electronically filing documents using Google Drive

Managing customer database

Handling direct mail and e-newsletters

Running errands as required by the office and sales agents including but not limited to : installing / removing Directional Signs, General Signage, Lock Boxes, Key Cutting / Running

Seller Clients :

Preparing listing paperwork / packages

Inputting / managing customer contact information

Communicating with clients / customers

Coordinating photographers, cleaners, home stagers, sign installation / removal, key drop-off / pickup, etc.

Inputting / uploading new property listings / photographs to the MLS and verifying accuracy

Setting up Showing Time

Handling feature sheets / booklets

Inputting / uploading listings using all marketing vehicles (Instagram, Kijiji, Facebook, Website)

Handling showing requests, feedback, property updates and offer notifications

Managing DocuSign envelopes for both Listing Agent and customers

Uploading / forwarding paperwork to agents, customers, mortgage agents, lawyers and Google Drive

Inputting / tracking sold data

Updating databases

Facilitating appraisal access if required

Activating Firm Sale Action Plan

Buyer Clients :

Preparing paperwork / packages

Inputting / managing customer contact information

Communicating with clients / customers

Assisting with scheduling showings

Assisting with property information requests

Preparing offer paperwork for Buyers’ agent

Managing DocuSign envelopes for Buyers’ agent and customers

Facilitating inspection access if required

Inputting / tracking sold data

Updating databases

Facilitating appraisal access if required

Activating Firm Sale Action Plan

Marketing / New Business :

Managing social media including Instagram, Facebook, LinkedIn, etc.

Supporting various requests from team members

Direct Mail and mail drops

Outbound calls as required

Billing / Accounting :

Forwarding information / documents to lawyers and cooperating brokerages

Invoicing

Scanning / Depositing / drafting of cheques and various bank duties

Handing bills / agent payments

Statistics / tracking / record keeping

Other :

Vacation and vacation pay

40 hours per week

Monday - Friday 830am - 5pm