Client Coordinator

Are you looking to be part of a fast-past, forward thinking, energetic and growing real estate team? We are looking for an individual with experience in Office or Real Estate Administration. We are looking for a highly detail-oriented, analytical individual, with a high level of professionalism, and strong communication skills to join our team as an Administration/Client Care Coordinator. This is a full time, in office position.

As the core of all communication for the team’s listing and transactions, you will nurture connections with our clients and create an exemplary experience. You will embody our core values of doing the very best possible to make our clients’ experience top notch. You will be involved in assisting clients through the administrative side of each real estate transaction, and you alone have the power and knowledge to ensure that every touch point, every task, and every client needs are met with professionalism, attention-to-detail and exceptional care.

**Overview & Primary Responsibilities**:
Reporting to the Operations Manager, this role includes daily real estate administrative support in a fast-paced environment. As a Client Care Coordinator (“CCC”), you will provide exceptional office administration to the team members and clients. Your responsibilities will be an exciting mix of listing and transactions, offer preparation support, property marketing and client reporting, conducting market research, providing presentation support, transaction administration and assisting with upkeep of social media platforms.

This role is suited for someone who is passionate about real estate and whose preference is to have a successful real estate career in an administrative capacity.
- File and retrieve electronic documents and reference materials for all transactions within the teams and brokerage file management system.
- Assist agents with the preparation all listing/Buyer/transaction paperwork
- Load listings on multiple platforms and revise as needed (Matrix, Point2Homes, Kijiji, Facebook, Instagram, etc.)
- Monitor and maintain team database, ensuring accuracy.
- Ensure all printed and online promotional materials are completed for each listing and remain current.
- Schedule appointments as requested.
- Monitor social media interactions and respond as needed.
- Deliver client gifts when needed. Delegated by manager(s), team leads.
- Support the team in achieving sales targets and yearly goals by providing exceptional back-end support.

**Administration**:

- Assist agents with the preparation, control, and maintenance of legal documents (letters of intent, offers, commission agreements, listing agreements, amendments, waivers, extensions, and Multiple Listing Services agreements) throughout the deal and with due diligence.
- Assist agents with maintaining and reviewing property listings, managing expiry dates and preparing required documentation.
- Assist agents with maintaining records of correspondence for property listings with agents and update client reporting as required.
- Work closely with agents on various initiatives and special projects.
- Coordinate deal processing with Agents and Accounting Department.
- Proofread copy for spelling, grammar and layout making appropriate changes; responsible for accuracy and clarity of final copy.
- Provide administrative support for internal and external correspondence including file management, scanning, photocopying, organizing and distributing marketing materials.
- Review and verify commission input forms with supporting documentation such as, but not limited to, ‘Commission Agreements’, ‘Listing Agreements’, ‘Agreement of Purchase and Sale’ and ‘Offer to Lease’.
- Input leasing, sales and consulting transaction information into deal tracking/accounting system.
- Input commission information and review commission splits.
- Complete deal file, which involves obtaining signatures and ensuring all supporting documentation is received in advance of closing.
- Notify Operations Manager of all commission invoices to be completed.
- Assist with month-end close, and quarterly audits.
- Assist with budgeting including gathering and data input of preliminary information.
- Special projects as assigned.

**Research**:

- Conduct market information research through various sources including CRM and third party databases such as MLS.
- Collect and prepare property availability surveys and other applicable research and relevant marketing collateral, home documents.
- Update CRM database with client information.

**Marketing**:

- Organize, create, prepare and produce client specific packages, presentations, and reports.
- Update listings on Beth & Andrew | Home Team website and other locations as advised.
- Assist with the upkeep of social media platforms. Creating and maintaining content regarding listings & transactions relevant and timely.

**Qualifications**:

- Valid Driver’s License plus personal vehicle, as some tasks ma