Real Estate Administrative Assistant

1 week ago

Toronto, Ontario, Canada The Halyard Group - REMAX Hallmark Realty Ltd. Full time

Administrative Assistant Job Description


Are you organized, diligent, and dedicated? Do you thrive in a dynamic environment where you can take initiative and contribute to the success of a team? If so, we invite you to join our team.

We are a rapidly growing real estate team committed to delivering top-notch service to our clients. As we expand, we are seeking a part-time Administrative Assistant with the potential to transition into a full-time role.

This is an exciting opportunity for someone eager to learn, grow, and make a meaningful impact in the real estate industry.


What We Offer:

  • A supportive and collaborative team environment.
  • Access to extensive educational resources to help you succeed and scale in your career.
  • A role with growth potential as our team expands.

What We're Looking For:

  • Strong organizational skills with the ability to multitask and prioritize tasks effectively.
  • Excellent oral and written communication skills, with the ability to use and adapt existing templates for specific clients.
  • Attention to detail with a high level of accuracy in data entry and document preparation.
  • Independence in completing daily tasks with little supervision, while also enjoying collaboration with the team.
  • The ability to work in person at the office and run errands when needed.
  • A selfstarter who is punctual, reliable, and capable of adapting and implementing system improvements.

Roles and responsibilities:

Listing Preparation & Management

  • Coordinate and manage the preparation of listings, including staging, repairs, and inspection, etc.
  • Create and organize listing materials, such as prelisting presentations, Listing Agreements, sellers' disclosures, and comparative market analyses.
  • Handle all aspects of sellers' transactions from initial contact to the execution of the purchase agreement.
  • Coordinate with sellers on property photos, signage, lockbox, access requirements, and marketing activities.
  • Input listing information into the Multiple Listing Service (MLS) and marketing websites, updating as needed.
  • Organize and coordinate public and broker open houses.

Client & Transaction Coordination

  • Maintain regular communication with clients and other parties involved to ensure smooth transactions.
  • Obtain all necessary signatures on listing agreements, disclosures, and other documentation.
  • Manage and update client information in the database and transaction management system.
  • Coordinate showings, open houses, and obtain feedback from potential buyers.
  • Provide daily updates to sellers regarding showings and marketing activities.
  • Ensure compliance with all necessary documentation and submit to the office broker for file compliance.

Qualifications & Skills

  • High School Diploma or higher education.
  • Speak and write fluent English (other languages are a bonus)
  • Proficient in Microsoft Office Suite (Word, Excel, Outlook)

Preferred Platform Experience

  • Brokerbay
  • Skyslope
  • Airtable
  • Follow up Boss
  • Docusign
  • Canva
  • Wordpress
  • Adobe PDF creator

Job Type:
Part-time

Pay:
From $20.00 per hour

Benefits:

  • Paid time off

Education:

  • Secondary School (preferred)

Experience:

Real Estate Administrative: 1 year (required)

Work Location:
In person

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