Real Estate Administrative Assistant

3 months ago

Ottawa, Canada REMAX Hallmark Realty Ltd. - Real Estate Team 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 dedicated to providing top-notch service to our clients. We are seeking a full-time Administrative Assistant who is eager to learn, grow, and make a meaningful impact in the real estate industry. This is an exciting opportunity to join a dynamic team and contribute to our continued success.

**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 self-starter who is punctual, reliable, and capable of adapting and implementing system improvements.

**Summary of Key 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 pre-listing presentations, Listing Agreements, sellers' disclosures, and prepare comparative market analyses.
- Handle all aspects of sellers' and vendors 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**
- Matrix
- ShowingTime
- Nexone
- Airtable
- Follow up Boss
- Docusign
- Canva
- Wordpress
- Adobe PDF creator

Pay: $60,000.00 per year

**Benefits**:

- Paid time off

**Education**:

- Secondary School (preferred)

**Experience**:

- Real Estate Administrative: 1 year (required)

Work Location: In person

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