Real Estate Team Administrator

2 weeks ago

Ottawa, Canada Ottawa Real Estate Team with REMAX Hallmark Realty Ltd. Full time

We are a very busy and highly innovative Real Estate Team that is always exploring new ways to deliver value to our clients as we guide them through their real estate buying and selling journey. We are hiring a talented Real Estate Administrative Assistant to join our team. If you are excited to be part of a winning team, our team will be a great place to grow your career.

**Necessary Skills & Attributes**:

- Real Estate industry experience and knowledge - 1 year minimum required
- Office administrative experience required - 3 year minimum required
- Excellent time management skills
- Strong literacy and numeracy skills to manage administrative tasks
- Very meticulous, strong organizational and leadership skills required
- Strong verbal/written communication skills
- Strong computer skills using a multitude of programs, portals, and websites
- Team player and treats all clients and team members with respect
- Positive attitude and friendly demeanor
- Be proactive
- Must be able to pivot easily and quickly between tasks and projects as timelines change in a demanding fast paced environment
- Must be able to work in office or on locations when applicable
- Must have reliable transportation

**Goals**:

- To help the agents increase business
- To help the agents decrease expenses
- To assist the agents in developing clients for life
- To keep agents on track and accountable
- To monitor agents’ goals and your goals
- To manage all administrative duties
- To continue growth and learning of yourself and agent, take seminars, classes and read up on all the newest information and try to be innovative and ahead of the game
- Manage all incoming and outgoing correspondence in a confidential and professional manner
- Agent’s calendar and client appointments management
- Co-ordinate meetings, appointments, and showings for agent when they are showing homes, home inspections, water tests, buyer revisits etc.
- Prepare all packages Pre-list, Listing and File folders,
- Document preparation with great attention to detail to ensure accuracy
- Assist in gathering of market data from various sources and the real estate board to assist agent with presentations to sellers/buyers.
- Prep Comparative Market Analysis’ with agent input and direction
- Prepare all listing and offer paperwork
- Book photographer, stager, cleaner and any other services offered or part of listing/closing processes
- Broker load listings to the Ottawa Real Estate Board and other portals on a case-by-case basis
- Client care, gathering of feedback from showings on our listings and sending full report to clients, arrange and order client gifts, implement and monitor follow up communications with current, past, and future clients, request testimonials,
- Update and maintain all clients’ records with property/address info, purchase information, birthdays, home anniversaries, referrals in the database, CRM - Client Relationship Management system
- Client Appreciation - bring ideas, set up, book locations, pick up supplies, be in attendance to assist agent
- Co-ordinate property closings, ensuring all the documents are initialed and signed accurately, disbursement of paperwork to all parties including lawyers, mortgage brokers, and other pertinent parties.
- Entering of all listings and deals to office via our brokerage submission program, NextOne, as well as input of showing instructions when applicable
- Create and maintain engaging marketing social media post on all business profiles, all networking sites/groups, and ad platforms
- Developing, improving, and revamping of all office systems, filing systems, and procedures
- Maintain all electronic and hard copy files in a neat and orderly fashion
- Monitor weekly, monthly, and yearly goals of yourself, all Team members and for the Team as a whole.
- Responsible for all data entry and reports
- Run errands: put lock boxes on and off, pick up commission cheques, office products, bank, post office, signs (if needed), delivering of deposits, running, and coordinating deliveries to and for client. ie. gifts/packages
- Prep and organize invoices and receipts for quarterly submission to accountant
- Website work with updating information or contacting website provider/designer with corrections and updated information.

We are an equal opportunity employer and consider all qualified applicants equally without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability status.

Schedule: 8 hours a day - Monday - Friday

**Ottawa Real Estate Team with RE/MAX Hallmark Realty Ltd. provided the following inclusive hiring information**:
We are an equal opportunity employer and consider all qualified applicants equally without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability status.

Work remotely
- No

**Job Types**: Full-time, Permanent

**Salary**: From $50,000.00 per year

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