Administrative Assistant
4 months ago
As an integral part of our team, you will manage a variety of responsibilities, ensuring that our operations run smoothly and that our clients receive exceptional service. You will be the go-to person for managing communications, preparing marketing materials, coordinating with clients and vendors, and supporting the sales process from listing to closing.
**Company Overview**:
We are a dynamic real estate company based in Ottawa, specializing in residential real estate transactions. Our team is committed to providing our clients with expert guidance, superior service, and a seamless experience throughout the buying or selling process. We pride ourselves on our deep market knowledge, innovative marketing strategies, and client-first approach.
**Position Overview**:
**Key Responsibilities**:
**Client Communication**:
- Serve as a reliable point of contact for clients, addressing questions and concerns.
**Document Preparation & Management**:
- Prepare and organize documents for listing presentations and client meetings.
- Maintain and update CRM systems.
- Ensure compliance of all documents with Command (OREB rules).
**Marketing & Content Creation**:
- Edit and post content for social media, create video content for reels, and update the website using WordPress.
- Create Ottawa Real Estate Market updates monthly and manage blog posts and property pages.
- Prior experience with Canva is an asset.
**Transaction Coordination**:
- Coordinate with clients, lawyers, and mortgage brokers to finalize transactions.
- Prepare MLS listings with accurate property details and manage the listing process across platforms.
- Organize and maintain financial records and prepare trade records sheets to ensure accurate commission payments.
**Event Management**:
- Help organize and coordinate events such as Home Buyer Seminars and Client Appreciation Events.
- Market events, manage permits, and coordinate vendors.
- Assist with setup, cleanup, and content capture for social media.
**Client Relationship Management**:
- Prepare and wrap closing gifts and write personalized cards.
**Office Management**:
- Update calendars with key dates (closing, condition, listing dates, etc.).
- Track new transactions using Google Sheets.
**Support for Agent Open Houses**:
- Assist in organizing and marketing Agent Open Houses.
**Qualifications**:
- Prior experience in real estate, marketing, or administration is preferred.
- 2-4 years experience in real estate preferred.
- Proficiency in CRM systems, WordPress, and Canva is an asset.
- Strong organizational skills with the ability to manage multiple tasks simultaneously.
- Excellent written and verbal communication skills.
- Ability to work both independently and as part of a team.
- Attention to detail and a commitment to delivering high-quality work.
- Familiarity with social media platforms and content creation tools.
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