Real Estate Administrative Assistant

2 weeks ago

Nanaimo, Canada NAI Commercial Central Vancouver Island Full time

**Job Summary**

460 GOC is an integrated group of companies, located on Vancouver Island and specializing in:

- Commercial and Residential Real Estate
- Property Management
- Mortgage Investment and Finance
- Communications

We are looking for an organized, competent and self-motivated Real Estate Administrative Assistant for NAI Commercial CVI, to support the day-to-day operations of the Brokerage and Property Management divisions, as follows:

- Administer Fintrac Compliance requirements
- Manage all file management and data entry using the Lone Wolf Back Office and Transaction Desk system, including agent account expense requirements (i.e.: LTSA, Signage, etc.).
- Manage AR/AP input requirements for the Brokerage and Property Management divisions, as required.
- Review accuracy of commission calculations and track all closing requirements.
- Liaising & coordinating with Agents to ensure documents/disclosures/etc. are received, accurate and complete.
- Handle inquiries about sale transactions from brokers, realtors, lawyers/notaries, etc.
- Submit all necessary documentation to managing broker (or other designate) for review and approval.
- Conduct searches and filing documents with the Land Title Registry, Corporate Registry and Personal Property Registry.
- Process all listing documentation/information, including website uploads, Real Estate Board data input and third-party marketing platforms.
- Prepare and manage all agent presentation requirements, including but not limited to Executive Summary, brochures, proposals, and invoicing.
- Regularly obtain client testimonials for websites, social media & other marketing materials from agents.
- Monitor deadlines and provide notices to appropriate agents when necessary.
- Monitor listing and transaction workflows with agents and managing broker.
- Prepare all monthly reporting requirements for managing broker and agents.
- Prepare and manage any correspondence or other communication requirements.
- Organizing and maintaining all digital and paper files.
- Assist in preparation and maintenance of corporate policy and governance documentation/materials.
- Create & update all business, operations or other service manuals, as required.
- Participate in training sessions to improve skills with administrative tasks in the real estate industry
- Request, process and manage third party account information and public records for agents.
- Support for other administrative positions, within the 460 Group of Companies.
- Such other additional or amended duties and responsibilities that are necessary incidental or ancillary to those specifically described or as may be assigned to you by the Company from time to time.

**Requirements**:

- Minimum 5 years experience in a multi-faceted administrative role.
- High school diploma
- Proven experience in an administrative or real estate related role
- Knowledge of online software systems and Microsoft Office Suite
- Customer Service experience
- Excellent written and verbal communication skills
- Ability to work efficiently with minimum supervision
- Ability to learn new skills quickly
- Professional interpersonal skills
- Can provide references (if required)

**Benefits**:

- Dental care
- Extended health care
- On-site parking
- Paid time off
- Vision care

Schedule:

- 8 hour shift

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