Office Assistant

2 weeks ago

Richmond Hill, Ontario, Canada Alloway Property Group Ltd. Full time

General Duties/Responsibilities:

  • Manage office activities and operations to ensure efficiency and compliance with company policies. Create SOPs as necessary to ensure the efficient operation of our office. Communicate effectively with necessary individuals to manage timeline & ensure compliance with project deadlines.
  • Extensively project manage both shortterm and longterm projects and be involved as desired or required.
  • Work with administrative staff & contractors to ensure effective communication and monitor timeline & workflow.
  • Use project management software effectively to track & organize ongoing projects & companyrelated activities.
  • Develop processes for optimized workflow both inoffice and remote
  • Handle elementary financialrelated tasks such as basic bookkeeping, budgeting & planning, accounts receivable & payable
  • Posting vendor invoices and performing periodic bank account reconciliations
  • Ensuring A/R & A/P reports are submitted and audited in a timely manner
  • Manage real estate transaction file procedures & requirements, work with management to ensure RECO compliance & efficient workflow.
  • Managing real estate deal files; reviewing deal paperwork for completeness, preparing new files, data entry into back office,
  • Issuing deposit receipts, calculating agent commission splits and preparing commission invoices to cooperating brokerages and vendor lawyers
  • Closing out real estate deal transactions; bank deposits, preparing for commission payouts, reviewing trade record sheets and required signatures, creating and executing EFT reports
  • Supervise/shadow and support realestate related human resources functions such as agent recruitment, onboarding, and agent relations, and create, review and revise SOPs for same
  • Provide Agent & deal transaction support
  • Drafting Agreements, reviewing and revising as directed, prepare and execute signings and archive/file same
  • Performing MLS Searches, execution of NDA for financial information on listings, review and revise existing results
  • Broker loading and updating listings on MLS
  • Preparing income and expense spreadsheets for multiresidential property listings and analyzing property valuation by performing cap rate calculations
  • Coordinating inspections, book showings, provide schedules, etc
  • Maintain office supplies inventory and equipment maintenance (Keep our pantry stocked and agents well fed)
  • Handle basic marketing tasks such as management of social media, coordination between agents, employees & vendors, and assist in the implementation and delivery of marketing materials across all mediums (print mail, social media, paid ads, digital advertising, etc).
  • Work with social media marketing managers to supply assets as required and desired, provide general project support in this field
  • Oversee project management of all mediums of marketing including, but not limited to: print, digital, direct mail, & more
  • Update our website with new listings, sold listings & more
  • Serve as the primary point of contact for vendors, clients, and visitors onsite and remote
  • Be able and willing to answer the phone and provide basic reception duties as well as pointofcontact/direction
  • Proven experience as an Office Manager or similar role (internships, Co-Ops & parttime experience will be considered)
- (preferred) Bachelors degree from an accredited institution or similar

  • Strong clerical, communication, and organizational skills
  • Ability to multitask and prioritize tasks effectively
  • Demonstrated team management capabilities
  • A familiarity with the Real Estate industry is preferred but not required. However, a willingness to be involved in Real Estate and/or a desire to become licensed is ideal
  • Willingness to travel locally for work and complete pickups/deliveries as requested (mileage reimbursement provided)
  • Willingness to be trained in an extensive array of custom & proprietary software
  • BONUS if strong copywriting or editing skills, design skills, 'eye for design' etc.

Preferred Skills & Software Proficiencies:

  • QuickBooks or other accounting software preferred (Brokerwolf BackOffice, PCLaw, Quicken, etc)
  • Extreme proficiency with Microsoft office, particularly Excel
  • Project Management software(s) and or Customer Relationship Management software(s)
  • Familiarity with some or all of the following softwares & programs:
  • Skyslope
  • Lone Wolf
  • REALM, Stratus, Matrix, or similar MLS systems
  • Activecampaign, mailchimp, etc.
  • Google Analytics, SEO tools such as Ahrefs,
  • Creative Cloud Suite & Specifically Adobe Acrobat
  • Web content Systems (Wordpress, squarespace, or similar), Drag n' drop design plugins, systems, or tools
  • Sales pipeline softwares (followupboss, salesforce, etc)
  • Project Management Softwares (clickup, Monday, Trello, etc)
Our team is small & growing and fosters a culture of creativity, collaboration, and entrepreneurship. We place nearly unparalleled emphasis on the happiness of our team, unde

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