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Real Estate Team Administrator

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Etobicoke, Canada Keller Williams Portfolio Realty, The KB Real Estate Team Full time

**Position Overview**

The KB Real Estate Team is seeking a highly skilled and motivated **Team Administrator** to join our dynamic and growth-focused organization based in our office in Etobicoke.

**About Us**: The KB Real Estate Team has built a reputation for consistently selling **$60+ million** in real estate annually in Toronto. Our ambitious next step is to scale to **$85 million** in production over the next year and **$150 million** within five years. The Team Administrator will play a **pivotal role** in achieving this growth by implementing efficient systems and processes while ensuring an exceptional client experience. We are a collaborative, forward-thinking, and client-focused team passionate about delivering excellence. With a culture that combines hard work, accuracy, creativity, and fun, we are dedicated to simplifying the real estate experience for our clients.

The perfect fit for this role will thrive in a fast-paced, detail-oriented environment. You are tech-savvy, highly organized, and able to manage multiple projects, priorities, and team members. You have supported high volume Real Estate Teams in the past, and are looking for a better fit in values, culture, training and future opportunities. You enjoy challenges, take initiative, and demonstrate exceptional problem-solving skills, are a strong communicator with high emotional intelligence, are solution-driven, customer-focused, and possess a keen awareness of social media trends.

**Some of your responsibilities would be**:
**1. Operations Support**
- Collaborate with Operations and Sales leads to execute the KB Real Estate Team’s strategic vision, business plan, and operating principles.
- Oversee P&L tracking: manage invoices, liaise with the bookkeeper, and help review financial statements to identify efficiencies.
- Build and refine systems to improve operational efficiency, scalability, and cost-effectiveness.
- Update and maintain team manuals (Operations, Onboarding, Buyer/Seller experiences).

**2. Technology Management**
- Oversee Google Drive organization, manage calendars, team member accounts, and web hosting platforms (liaising with IT for troubleshooting).
- Oversee website back-end updates, including newsletters, links, and marketing materials.
- Maintain accuracy and efficiency of lead generation systems and online tracking tools.

**3. Marketing Coordination**
- Manage marketing campaigns and touch programs for the database and geographic farm areas.
- Oversee online lead generation systems, tracking performance and reporting effectiveness.
- Coordinate client appreciation events, contests, and educational seminars.

**4. Administrative Support**
- Oversee database management to ensure no client or lead falls through the cracks.
- Implement client follow-up systems, monitor accuracy, and maintain communication touchpoints.
- Support with general office duties, including open house coordination and vendor communications.

**5. Client Experience**
- Ensure every client experiences a **“Wow”** level of service before, during, and after transactions.
- Collect referrals and client reviews as part of the follow-up process.

**What You Bring to the Role**:

- Strong organizational, prioritization, and time management skills with a high sense of urgency.
- Exceptional written, verbal communication, and interpersonal skills.
- Ability to take initiative, anticipate needs, and independently problem-solve in a fast-paced environment.
- Proven success in implementing systems and processes to drive team efficiency.
- Proficiency in MS Office Suite, Google Drive, CRM systems (e.g., Follow Up Boss), and social media platforms.
- Experience managing vendors, team calendars, budgets, and marketing initiatives.
- High emotional intelligence, accountability, and discretion when handling confidential information.
- Ability to motivate and oversee virtual team members and provide constructive feedback.

**Requirements**:

- A minimum of 5 years of real estate administrative support at a Brokerage or Solo Agent support level
- A minimum of 2+ years of experience supporting a real estate team in a fast-paced business environment.
- Proven success managing operations, systems, and team projects.
- Tech-savvy with expertise in cloud-based systems, CRM platforms, and social media marketing.
- A reliable vehicle and valid driver’s license in good standing.
- A positive, enthusiastic attitude with a passion for delivering outstanding service.

**Why Join Us**:

- Be a key player in a thriving team with ambitious growth goals.
- Opportunity for professional growth with proven performance.
- Work in a fun, collaborative, and energetic team culture.
- Contribute directly to building and improving systems that simplify real estate for clients.

**Ready to Make an Impact?**

If you are an organized, proactive, and results-driven professional ready to contribute to a dynamic team, we would love to hear from you

**Job Types**: Full-time, Perman