Real Estate Administrator

**Job Summary**

We are looking for a superstar who takes ownership of their position, is proactive in their duties and helping improve the team, and constantly strives for perfection - recognizing that prefection is impossible but the closer we land to it the better.

With a base salary of $75k, we are anticipating total earnings of +/-$100k.

**Key Responsibilities**:
**Client Relationship Management**
- Maintain Follow Up Boss (FUB) CRM by actively moving leads and clients through the various stages including setting up automated plans.
- Source and coordinate client gifts and touches to enhance relationships.
- Act as our client's primary touch point for scheduling all details of listing their homes for sale
- Act as a client concierge from the point their home sells (or they buy a home) through to closing.

**Transaction Support**:

- Prepare offer documents and provide real-time assistance during offers (e.g., DocuSign).
- Manage post-deal paperwork, including FINTRAC compliance, lawyer coordination, and updating deal boards.
- Work with lawyers and vendors to ensure transactions are efficiently overseen and proceed smoothly.

**Listing Support**:

- Prepare listing presentations, including research, comps, and assembling paperwork.
- Assist with pre-listing tasks: RECO guides, agreements, and price analysis.
- Coordinate active listing tasks such as calendar planning, listing preparation, and marketing correspondence.
- Attend walkthroughs for additional support and ensure all items are ready for showings and open houses

**Buyer Support**:

- Prepare and send Buyer Representation Agreements and RECO Guides.
- Assist with showings, appointment scheduling, and post-deal paperwork.

**Lead Listing Agent Support**:

- Respond to any messages that do not require the Lead Listing Agent's attention
- Multiple daily telephone check-ins to ensure Lead Listing Agent is responding to any messages requiring their attention

**Marketing, Communication and Event Support**
- Populate Canva templates and MailChimp templates for agents
- Draft, print, and coordinate letter drops for buyers and sellers.
- Assist with event preparation, including checklists and organizing key dates.
- Assist quarterly event touchpoints (e.g., Home Show, holiday gifting).
- Support open house logistics: setup, tear-down, and supply coordination.
- Ensure our website is up to date and that listings & sales are uploaded with necessary supporting attachements and links.

**Team Support**
- Provide ongoing support to the team with systems; Follow-Up Boss, REALM, Webforms, DocuSign
- Continually look for ways to improve existing processes and bring value to the team in our quest for growth.
- Edit existing, and/or create new, checklists for your position to ensure systems are in place for each aspect of the role
- Perform daily office opening, maintenance & closing procedures to ensure a professional working environment

**Leasing Business**:

- Manage lease listings and represent the landlords in sourcing high quality tenants and negotiating leases.
- Show our lease listings to direct enquiries.
- You shall be compensated for leasing business based on commission above your base salary. Target commission of $25k above the base salary.

**Required Skills and Qualifications**:

- **Toronto Real Estate Knowledge**: In-depth understanding of Toronto’s neighborhoods, market trends, and client needs.
- **CRM Expertise**: Proven experience managing real estate CRM: Follow-Up Boss.
- **Real Estate Platforms**: Proficiency with TRREB, DocuSign, WEBForms, REALM, and GeoWarehouse.
- **Workflow Management**: Experience in data entry, reporting, and workflow management tools.
- **Attention to Detail**: Strong ability to maintain organization and meet deadlines.
- **Clear Communicator**: Strong written & verbal communications skills required to ensure efficient messaging to internal & external stakeholders and to limit miscommunication. Ability to type 40+ words per minute.
- **Calm under Pressure**:Our business is constantly in a state of change and our clients are going making large financial decisions. We need to act like ducks - calm above the water while legs are paddling beneath the surface.
- **Proactive**:A self-motivated learner who actively seeks to better the team and never comes to the team with a problem without a solution.
- **Flexible**: Ability to adapt to changing priorities and work in a fast-paced environment.
- **Licensed Real Estate Agent**: Must hold a valid Ontario Real Estate Association (OREA) license.
- **Driver’s License & Reliable Vehicle**: A valid Ontario driver’s license and reliable vehicle are required.

Pay: From $75,000.00 per year

Additional pay:

- Bonus pay
- Commission pay

**Benefits**:

- Company events
- Extended health care
- Paid time off

Flexible language requirement:

- French not required

Schedule:

- Monday to Friday
- Weekends as needed

**Education**:

- Secondary School (preferred)

**Experience**:

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