Real Estate Administrative Coordinator

2 months ago

Thunder Bay, Ontario, Canada The HR Pro Full time

Job Overview:

The HR Pro is seeking a highly organized and detail-oriented Real Estate Administrative Assistant to provide administrative support to our real estate professionals, ensuring smooth operations and contributing to the success of our real estate transactions. This role requires excellent communication skills, proficiency in office software, and a strong understanding of the real estate industry.

Key Responsibilities:

  • Provide administrative support to real estate agents, brokers, and managers, ensuring seamless day-to-day operations.
  • Manage and maintain real estate databases, including property listings, client information, and transaction records, to ensure accuracy and efficiency.
  • Coordinate and schedule property showings, meetings, and open houses, ensuring timely and effective communication with clients and stakeholders.
  • Prepare and distribute marketing materials, such as brochures, flyers, and online listings, to promote properties and attract potential clients.
  • Assist in the preparation and review of real estate contracts, agreements, and other legal documents, ensuring compliance with industry regulations.
  • Handle incoming and outgoing communications, including phone calls, emails, and mail, to provide exceptional customer service.
  • Procure personalized thank you gifts for clients, ensuring a positive and memorable experience.
  • Maintain organized and up-to-date filing systems for all real estate documents, ensuring easy access and retrieval.
  • Support the team in conducting market research and preparing comparative market analyses (CMAs), to inform business decisions and drive success.
  • Assist in the onboarding process for new clients, ensuring all necessary documentation is completed and clients are fully supported.
  • Coordinate with external vendors, such as photographers, inspectors, and appraisers, to ensure timely and effective delivery of services.
  • Monitor and manage office supplies and equipment, ensuring availability and functionality.
  • Perform other administrative tasks and duties as assigned, to support the team and drive business success.

Qualifications:

  • Previous experience in a real estate administrative or similar role is highly desirable.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and real estate software (e.g., MLS systems).
  • Strong organizational and multitasking skills, with a keen attention to detail.
  • Excellent written and verbal communication skills.
  • A proactive attitude, constantly looking for improvements.
  • Ability to work independently and as part of a team in a fast-paced environment.
  • Familiarity with real estate terminology and processes is a plus.
  • Professional demeanor and strong customer service skills.
  • Ability to handle sensitive and confidential information with discretion.

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