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Office Administrator

4 months ago

Niagara Falls, Canada REVEL Realty Inc., Brokerage Full time

Excellent organizational skills
- A methodical approach to recording information
- Interpersonal skills
- A basic understanding of MAC computers, Google Workspace
- An adaptive willingness to learn accounting software programs
- An interest in learning the context of the real estate industry, inclusive but not limited to, compliance regulations, forms, and ethical transactional details
- Read and write in English

**FRONT DESK ADMIN / RECEPTION**
- Answer phone calls
- Page out showing requests, confirmations and all phone messages
- Greet walk-in clients, offer beverages, show them to the correct room, etc.
- Ensure the boardroom is always prepared for meetings with all lighting adjusted, TV on, etc.
- Maintain cheque log
- Dispense commission cheques
- Keep stock full and replenish when needed
- Bill agents accurately for items as needed *accuracy and proof of request is very important
- Accept mail & packages as they arrive and deliver to recipients
- Help agents with questions about Matrix, webforms, MLS rules & regs.
- Help troubleshoot printing, matrix, webforms issues for agents who are experiencing issues
- Maintain BrokerBay
- Liaise with vendors - phone, internet, office supply companies, real estate boards, RECO, general contractors, etc. as required to keep the office clean, safe, operational, and functional

**MARKETING**
- Revel Style Magazine - Assist in liaising with magazine advertisers - follow-up for artwork, send invoice, follow-ups as necessary to collect payment, and maintain an advertiser tracking spreadsheet
- Responsible for coordinating a mail-out of the magazines by postal code
- Website - Add new agents to website & update existing agent profiles as necessary
- Lobby slideshows - work with Marketing Specialist to keep these fresh and current

**OFFICE ORGANIZATION & CLEANLINESS**
- Responsible for the overall cleanliness of the office
- Follow a daily & weekly schedule of light cleaning duties and tasks
- Complete the Opening & Closing Checklist daily
- Organize SWAG room, help agents make purchases
- Responsible for “_**Rental Equipment Program**_”
- Keep business cards filled and tidy
- Tidy boardroom after each use
- Organize cupboards & cabinets as needed
- Fill pit cabinet with copy paper supply

**OTHER**
- Assist with _**REVEL Swag Program**_ & swag orders
- Maintain a Front Desk Policy Manual (i.e. write out procedures for completing tasks, making updates as necessary to reflect best practices)
- Scan paper deal files and organize into digital files, when time permits. Arrange for proper disposal of paper files once the electronic files are created
- Responsible for “_**REVEL Gifting Program**_”, i.e. coordinating for the delivery of gifts for staff & Head Coaches on their birthdays & Revelversaries
- Assist with organizing company events, such as obtaining quotes and booking vendors

**LISTINGS & DEALS ADMINISTRATION ASSISTANCE**
- TRREB listings - collect, organize, and post listings to TRREB (Responsible to manage “TRREB Loader” and “TRREB Reporting” Google forms)
- Verify listing documents in NEXONE

*Note that due to the nature of our industry, office and staff, other projects may come up that require the assistance of this person. This is only indicative of typical day-to-day tasks. It must be understood that additional tasks, duties and responsibilities may be assigned as they come up.

**Salary**: $17.50-$22.00 per hour

**Benefits**:

- Company events
- On-site parking

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift

Ability to commute/relocate:

- Niagara Falls, ON: reliably commute or plan to relocate before starting work (required)

**Experience**:

- Administrative: 1 year (preferred)

**Language**:

- English (required)

Work Location: In person

Application deadline: 2023-11-30