Real Estate Office Administrator

Ferrow Real Estate is a diversified real estate company equipped to handle the ever-changing industry. Specializing in residential resale and leasing, platinum pre-construction, development management, sales and marketing, we are dedicated to innovation and finding new opportunities in the marketplace.

Above all, we put people first. We foster an inclusive and supportive environment that embraces and adapts to everyone’s unique path towards success. We understand that when one of us succeeds, we all do. We offer continuous team learning opportunities, extended health benefits and flexible schedules. We are currently looking for an Office Administrator to join our dynamic team

**Position Summary**

The Real Estate Office Administrator oversees all administrative functions for the brokerage team. They are responsible for handling daily operations, producing and updating MLS listings to track real estate sales, supporting the agents with listings and deal management, and assisting with contracts. The Office Administrator also schedules meetings and completes other administrative tasks to ensure the Brokerage team’s operations run efficiently.

**List of Main Responsibilities**

Listings & Deals Management
- Manage listing & closings, and transactional paperwork
- Prepare Brokerage files, including listings, deals files, deposits received
- Reviewing and checking for deficiencies in all listings, deals and closing paperwork
- Review listing paperwork, prepare offers, update listings and maintain calendars
- Schedule listings, book showing appointments, photo video shoots, cleaning and feature sheets for new properties
- Create deposit receipts for agents
- Ensure deals are pushed through in a timely manner
- Manage client database (HubSpot)
- Oversee all listing status changes and terminations (update MLS)

**Administrative Support**
- Provide administrative support to the Director of Operations, Sales Director and Ferrow Real Estate Agents.
- Processing onboarding paperwork for new agents
- Track licensing and renewals, support agents with their license renewals
- Responsible for scheduling company meetings
- Booking boardrooms for meetings

**Office Management**
- Manage and maintain positive relationships with client’s
- Greet and assist walk-ins
- Complete after-closing procedures, thank you card/gifts
- Assist in organized and executing company events
- Prepare and send out Ferrow gift boxes/ closing boxes to clients
- Manage Ferrow product inventory for closing boxes and client gifts
- Organize and maintain filing systems archives and electronic files
- Ensure office equipment is running smoothly
- Order office supplies and manage inventory
- Other administrative duties as assigned

**List of Key Qualifications**
- Friendly and approachable personality
- Reliable, dependable and punctual
- Client/Agent centric attitude
- Exceptional organizational and management abilities
- Excellent verbal and written communication skills
- A self-starter who takes initiative and anticipates needs
- Highly motivated and proactive
- Highly organized and able to multi-task in order to manage diverse workloads
- Ability to work independently or in a team environment, with limited guidance
- Able to be flexible and adapt to a fast-paced working environment
- Proficient in Toronto MLS, WebForms, Microsoft Word, Excel, and general website and social media servicing
- Experience with Lonewolf, Transaction Desk and Brokerbay is considered an asset
- Post-secondary education is considered an asset
- 3+ years in the real estate industry
- 3+ years of office administration

**Perks & Benefits**

In addition to competitive compensation, we offer:

- Continuous team learning opportunities
- Extended Health Benefits
- Concert passes to music events hosted at the Rogers Centre
- Access to owner’s boxes and courtside tickets to sports games

*This position is required to report to the office in Markham, ON, Monday-Friday.

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

**Salary**: $40,000.00-$53,500.00 per year

**Benefits**:

- Extended health care
- Paid time off

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Markham, ON: reliably commute or plan to relocate before starting work (required)

**Experience**:

- real estate: 1 year (required)