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Real Estate Administrative Coordinator

1 month 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 join our dynamic team. The ideal candidate will 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.
  • Manage and maintain real estate databases, including property listings, client information, and transaction records.
  • Coordinate and schedule property showings, meetings, and open houses.
  • Occasionally prepare and distribute marketing materials, such as brochures, flyers, and online listings.
  • Assist in the preparation and review of real estate contracts, agreements, and other legal documents.
  • Handle incoming and outgoing communications, including phone calls, emails, and mail.
  • Procure personalized thank you gifts for clients.
  • Ensure cards are being mailed/emailed for client anniversaries, holidays, and birthdays.
  • Maintain organized and up-to-date filing systems for all real estate documents.
  • Support the team in conducting market research and preparing comparative market analyses (CMAs).
  • Assist in the onboarding process for new clients and ensure all necessary documentation is completed.
  • Coordinate with external vendors, such as photographers, inspectors, and appraisers.
  • Monitor and manage office supplies and equipment, ensuring availability and functionality.
  • Perform other administrative tasks and duties as assigned.

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.