Office Administrator/transaction Coordiantor

**Overview**:
AW4U The Real Estate Group is seeking a proactive and detail-oriented **Office Administrator & Transaction Coordinator** to join our high-performing real estate team. In this dynamic role, you'll be the friendly face of our office—supporting daily operations, agent needs, and client experiences.

**Key Responsibilities**

**Front Desk Management**:

- Serve as the first point of contact for agents, clients, and vendors, ensuring a welcoming and professional office environment

**Administrative Support**:

- Manage office supplies and inventory
- Performing basic clerical duties (ie. filing, photocopying, ordering supplies etc)
- Receiving customer feedback and generating ideas to improve engagement

**Transaction Coordination Support**:

- Data inputting
- Deal processing and tracking
- Uploading listings to MLS and following listing day timelines
- Prepping Listing Agreements, Listing Packages, Offers etc.
- Organizing all storage boxes, cleanings, stages, marketing etc. as needed
- Maintaining and implementing agent and business systems
- Open house preparation for agents (ie. refilling open house kits, creating open house graphics for social media, prepping open house sheets)
- Organizing all lockboxes and sign brackets for the team, putting up and taking down signs as needed
- Assist in completing all file requirements for transactions

**Client Care**:

- Assisting agents with listing gift baskets, VIP boxes, closing gifts etc.
- Putting together + delivering closing gifts (incl. Wine, tape, folders, guides and photobooks)
- Sending out “Welcome to the Database” postcards
- Creating and sending out postcards and mailwalks

**Marketing & Social Media Assistance**:

- Support marketing efforts by assisting with graphic design
- Sharing social media content to support the marketing department
- Assisting with ordering postcards and other print materials from our print suppliers
- LRS system: sourcing gift of value, assisting marketing team with ordering and designs, stuffing envelopes, delivering to post office

**Database Management & Office Systems**:

- Oversee and maintain the real estate client database to ensure accuracy and organization
- Regularly update client records with new interactions, preferences, and transaction details
- Segment and categorize clients based on their stage in the buying or selling process
- Implement and manage automated follow-up systems to nurture leads and past clients
- Track engagement and adjust outreach strategies to improve client relationships
- Generate reports and insights to support marketing and sales efforts

**General Office Organization**:

- Keep the office tidy, organized, and running efficiently
- Schedule appointments and organize boardroom
- Running office errands, including deliveries (will require the use of personal vehicle)

**What We’re Looking For**
- Strong organizational and multitasking skills.
- Excellent verbal and written communication.
- Ability to work independently and as part of a team.
- Strong ability to create graphics using Canva
- Strong proficiency in Microsoft Office, Google Suite, and basic real estate software (experience with MLS and CRM systems is a plus)
- Previous experience in an administrative or office support role (real estate experience is a bonus but not required)
- Experience with database management softwares like Follow-Up Boss

**What We Offer**
- A positive and collaborative work environment.
- Opportunities for professional growth and development.
- The chance to be part of a high-performing real estate team that values excellence and customer service.

If you are a proactive, detail-driven professional looking for a rewarding part-time role in a thriving real estate office, we’d love to hear from you

**About Us**:
At AW4U The Real Estate Group, we pride ourselves on delivering exceptional service to our clients while fostering a collaborative and supportive team environment. As the Office Coordinator, you’ll play a crucial role in ensuring the seamless operation of our office and assisting our agents in delivering outstanding results.

**How to Apply**:
Please submit your resume and a brief cover letter explaining why you would be a great fit for this role to AW4U The Real Estate Group. We look forward to meeting you

AW4U The Real Estate Group is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Pay: $22.00 per hour

Expected hours: 40 per week

Schedule:

- Day shift
- Monday to Friday
- Weekends as needed

Work Location: In person

Application deadline: 2025-04-28
Expected start date: 2025-05-05