Real Estate Office Assistant

**Who are we?**

The Peterson Team is a top team of realtors serving Mississauga, Oakville, Burlington and Etobicoke. With 70+ years of combined experience, we are able to provide our home buyers and sellers with the advice they need to make informed decisions.

**Who are we looking for?**

The Peterson Team is hiring a Real Estate Office Assistant who has an interest in providing support to our clients and team members. With this position, you must be highly organized, be able to communicate with clients and team members in an appropriate manner, collaborate and multi-task in a fast paced environment.The Office Assistant is deeply committed to completing tasks the right way with a high degree of quality, attention to detail, and consistent communication. This person has immense focus and can do one thing for a long time without getting distracted.

As the success of the team grows, this individual will be responsible for hiring, training, and leading additional team members to ensure all administrative tasks of the lead agent’s business continue to be completed to high standards with maximum efficiency.

**What will you be in charge of?**

Managing Partner Assistance:

- Assisting Managing Partner with maintaining personal schedule
- Learning and assisting with paperwork completion of managing partner including but not limited to real estate transaction paperwork
- Learning and understanding all real estate board listing/transaction systems
- Ensuring managing partner’s clients and leads are communicated with on a regular basis
- Ensuring expense tracking is up to date
- Arranging travel as requested by Managing Partner
- Assisting with organizing and attending all team client events
- Maintaining and implementing agent onboarding/offboarding systems for the team
- Tracking incoming leads, their sources, and results
- Completing reports related to budgeting and ROI on expenses

Systems:

- Learning, understanding and improving all systems for nurturing leads
- Becoming proficient in existing and upcoming industry related software systems
- Identifying gaps in our Auto Plans within our CRM system and improving them
- Maintaining and improving the operations manual that documents all systems and standards
- Maintaining agent accountability systems and tracking individual agent numbers
- Reporting weekly on the team results to management
- Advising agents on which leads should be receiving the most attention
- Monitoring that activities are being performed and recorded for the top leads in the database
- Ensuring database of clients is complete with all relevant information
- Sorting through and building our referral network
- Working in collaboration with the marketing department to execute projects and events

Administration:

- Learning, understanding and being able to perform all administration functions in order to serve as backup to administration during vacations or during heavy workload periods

Office Duties:

- Maintaining the overall organization of our office space
- Monitoring the level of and ordering of office supplies
- Ordering supplies for and preparing gift baskets
- Answering the office phone and handling inquiries appropriately
- Executing past client plans including sending of cards, gifts and invitations to events

Running Duties:

- Installing riders on the listing signs
- Joining the photographer on photo day to execute a video walkthrough of the property
- Installing/picking up lockboxes
- Dropping off listing items at the listing property
- Delivering gift baskets

**Knowledge/Skills**
- Proficiency in MS Office and Google Workspace Applications
- Work well with teams
- Strong written and verbal communication skills
- Exceptional organizational and project management abilities
- Bookkeeping skills
- Great ability to focus
- Concerned about doing things the right way
- Calm under pressure
- Learning based
- Service-based attitude
- Proven ability to succeed
- High school graduate
- College or University diploma/degree
- Must have a vehicle

**Salary**: $40,000.00-$60,000.00 per year

Schedule:

- Monday to Friday

**Education**:

- Bachelor's Degree (preferred)

**Experience**:

- Real estate administrative: 2 years (preferred)

Work Location: In person