Administration Assistant

4 weeks ago


Toronto, Canada Royal LePage Signature Realty - Nikku Sharma Full time

**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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