Administration Assistant
4 weeks ago
**Job Title**: Real Estate Administrative Assistant
**Location**: Toronto, Ontario
**Employment Type**:Full-time / Part-time
**Department**: Real Estate
**Reports to**: Real Estate Agent / Broker
**Job Summary**:
**Key Responsibilities**:
- **Administrative Support**:
- Manage calendars, schedule appointments, and coordinate meetings for agents and brokers.
- Prepare reports and ensure timely completion of daily administrative tasks.
- **Transaction Coordination**:
- Complete paperwork for real estate transactions promptly, ensuring compliance with legal standards and tax regulations.
- Monitor transaction deadlines and notify relevant parties.
- Assist with documentation processing, including contracts, agreements, and closing paperwork.
- **Client Relationship Management**:
- Maintain and update CRM systems with client and lead information.
- Perform timely follow-ups with clients, sellers, and buyers to ensure a seamless experience.
- **Marketing & Social Media**:
- Collaborate on creating marketing materials, including brochures, social media content, and online listings.
- Post listings on MLS, social media platforms, and real estate websites.
- Help manage social media accounts by scheduling posts, interacting with followers, and producing engaging content across platforms such as Instagram, Facebook, YouTube, and TikTok.
- **Event Coordination**:
- Plan and organize logistics for meetings, open houses, and events, including booking venues and catering.
- Prepare materials such as sign-in sheets and property packets.
- **Basic Bookkeeping**:
- Assist with tracking financial records, processing invoices, and monitoring expenses.
- **Process Optimization**:
- Identify inefficiencies in administrative workflows and implement new procedures to increase productivity.
- **Concierge-Level Customer Service**:
- Deliver exceptional service to clients, improving satisfaction and fostering long-term relationships.
- **Data Management & Research**:
- Maintain and organize company databases.
- Assist with market research and data analysis to support business decisions.
**Qualifications**:
- **Experience**:
- **2-5 years in an administrative role** (real estate industry required).
- Experience with event planning, basic bookkeeping, and social media management is a plus.
- **Education**:
- High school diploma or equivalent (additional qualifications in office management or real estate are a plus).
- **Skills**:
- Strong organizational and multitasking abilities.
- Strong attention to detail.
- Proficiency in Microsoft Office Suite, Google Workspace, CRM software (Follow-up-boss), and Canva Pro.
- Familiarity with social media platforms (Instagram, YouTube, TikTok, Facebook).
- Excellent written and verbal communication skills.
- Video editing skills (preferred but not required).
- **Additional Requirements**:
- Valid driver’s license and ability to travel within the GTA (preferred but not required).
**Personality Traits**:
- Self-motivated, proactive, and solution-oriented.
- Strong attention to detail and a commitment to accuracy.
- Ability to work autonomously and collaboratively in a team setting.
**Application Process**:
**Experience**:
- Administrative experience: 2 years (required)
**Job Types**: Full-time, Part-time, Permanent
Pay: $50,000.00 per year
Expected hours: 40 per week
Schedule:
- 8 hour shift
- Monday to Friday
- Weekends as needed
Ability to commute/relocate:
- Toronto, ON: reliably commute or plan to relocate before starting work (preferred)
**Education**:
- Bachelor's Degree (preferred)
**Experience**:
- Front desk: 2 years (preferred)
- Real Estate Administrative: 2 years (required)
**Location**:
- Toronto, ON (preferred)
Work Location: In person
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