Real Estate Administrative Assistant

3 weeks ago

Coquitlam, Canada Sayed Najibi Group Full time

**Company Overview**:We are a dynamic and innovative real estate company specializing in property transactions, providing exceptional service to clients throughout the buying and selling process. Our team is forward-thinking and leverages AI technology to enhance efficiency and streamline workflows. We are dedicated to ensuring smooth and efficient operations while maintaining high levels of client satisfaction. We are currently seeking a skilled and organized **Administrative Assistant** to join our team and support our growing operations.

**Job Summary**:
**Key Responsibilities**:

- **Client & Document Management**:

- Obtain and manage client information, including contact details, identification documents, and property specifics.
- Maintain accurate and up-to-date client files in compliance with company policies and privacy regulations.
- Prepare and manage transaction-related documents, including agreements, property disclosure statements, and financial records.
- Coordinate digital signatures and ensure timely submission of all legal and transaction documents.
- **Communication & Coordination**:

- Create and manage WhatsApp group chats for clients and third parties, ensuring clear and efficient communication throughout the transaction process.
- Liaise between clients, real estate agents, lawyers, and other stakeholders to ensure seamless coordination of property deals.
- Assist in scheduling property showings, inspections, and open houses, updating calendars, and sending reminders as needed.
- Prepare and send timely updates to clients regarding transaction progress, listing activity reports, and upcoming deadlines.
- **Transaction Support**:

- Assist in the preparation and submission of listing documents for properties
- Coordinate with marketing teams to arrange photography, floor plans, and brochures for property listings.
- Manage key pick-up and access coordination for property visits, marketing shoots, and inspections.

**Key Skills and Qualifications**:

- **Typing Skills**: Strong typing abilities (minimum 60 WPM) with accuracy and attention to detail.
- **Experience**: Minimum one year of experience in an administrative role, preferably within the real estate or legal sector.
- **Technical Skills**:

- Proficiency in Microsoft Office (Word, Excel, Outlook) and CRM software.
- Familiarity with transaction management software like Paragon, Transaction Desk, or Authentisign is an asset.
- Basic knowledge of Canva or similar tools for creating marketing materials.
- Ability to quickly adapt to new technologies and software platforms as required.
- **Organizational Skills**:

- Strong ability to prioritize and manage multiple tasks in a fast-paced environment.
- Exceptional attention to detail and accuracy in managing documents and communication.
- **Communication**:

- Excellent verbal and written communication skills, with the ability to interact professionally with clients, real estate agents, and external service providers.
- Proactive in identifying potential issues and addressing them before they escalate.
- **Adaptability**:

- Demonstrated ability to adapt to changes in the work environment, including shifting priorities and the adoption of new tools and processes.
- **Driver’s License & Vehicle**:

- A valid Class 5 driver’s license and access to a reliable vehicle.
- Willingness to travel to local properties or offices as needed. Mileage will be reimbursed.

**Preferred Qualifications**:

- Prior experience in real estate administration, property management, or a legal office.
- Knowledge of real estate regulations, particularly in British Columbia, is an asset.
- Experience using LTSA, Strata Plan systems, or similar property registration tools.

**Compensation**:

- **Hourly Rate**: $19 to $22 per hour, depending on experience and qualifications.
- The role will begin at a minimum of 20 hours per week, with the potential to grow into a full-time position as the business scales.

**Why Join Us?**
- Be part of a fast-growing real estate company with a reputation for excellence.
- Opportunities for professional growth and advancement within the company.
- A collaborative and supportive team environment.
- Competitive hourly wage with the potential for increased hours and full-time employment.
- **Mileage reimbursement** for work-related travel.

**Application Process**:
Please submit your resume and a cover letter detailing your experience and why you would be a great fit for our team.

**Job Type**: Part-time

Pay: $19.00-$22.00 per hour

Expected hours: 20 per week

Additional pay:

- Bonus pay

**Benefits**:

- Company events
- On-site parking

Flexible language requirement:

- French not required

Schedule:

- Monday to Friday
- On call
- Weekends as needed

**Education**:

- Secondary School (preferred)

**Experience**:

- Front desk: 1 year (preferred)
- Administrative experience: 1 year (preferred)

Licence/Certification:

- Driving Licence (preferred)

Work Location: In p

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