Ottawa Valley Office Administrator

2 weeks ago

Carleton Place, Ontario, Canada Royal LePage Team Realty, Brokerage Full time $38,000 - $40,000 per year

Job Description

The Valley Office Administrator is responsible for providing comprehensive administrative and operational support across multiple office locations. This role ensures smooth day-to-day operations, assists agents with various needs, and coordinates communication between offices, management, and external partners.

Must be willing to work in 2 office locations (Almonte & Carleton Place) and occasionally travel to other branches.

______________________________________________________________________________

Key Responsibilities

  1. Office Operations

  2. Open and close designated office locations: Almonte Office: Tuesdays & Thursdays, Carleton Place Office: Mondays, Wednesdays & Fridays

  3. Provide front-desk reception, including greeting visitors and assisting walk-ins at the Almonte & Carleton Place offices
  4. Manage office supplies, placing orders as required

  5. Oversee Henderson Security alarm system, including adding and removing users

  6. Administrative Support

  7. Provide remote administration assistance to six additional valley offices (Arnprior/John, Arnprior/McLean, Barry's Bay/Curtiss, Madawaska, Renfrew) by telephone and email

  8. Answer incoming calls for four valley office lines (Almonte, Arnprior/John, Carleton Place,Renfrew)
  9. Monitor and respond to daily incoming emails from two shared inboxes (Main and General Valley Email)
  10. Prepare monthly duty schedules for Almonte, Carleton Place, and Renfrew Offices
  11. Inform agents of incoming mail, messages, and other communications

  12. Attend monthly administrative meetings via Zoom or in person

  13. Financial & Accounting Support

  14. Code incoming invoices by office, obtain manager sign-off, and forward to Accounting for processing

  15. Invoice transaction files for submission to lawyers or outside brokerages

  16. Review and verify monthly trail balances for Almonte, Carleton Place, and Renfrew offices

  17. Listing & Transaction Management

  18. Verify and validate listing and transaction documents in Nexone

  19. Communicate with agents regarding missing, corrected, or incomplete documents

  20. Upload documents on behalf of agents, when required

  21. Agent Support

  22. Assist agents with: Computers and software programs, Paperwork and documentation, General Inquiries

  23. Manage onboarding of new or transferred agents and termination processes for departing agents
  24. Track and review agent awards reports and outstanding deals annually

  25. Recognize and send birthday and work anniversary emails to agents

  26. Communication & IT Coordination

  27. Page and email agents regarding incoming messages and office updates

  28. Report and coordinate resolution of computer or telephone issues with RLP IT

Qualifications & Skills

  • Two or more years of related experience providing client support in an office environment, preferably in the real estate sector
  • Superior oral and written communication skills are required
  • Post-secondary education is an asset
  • Digital marketing experience is an asset
  • Proficient in intermediate functions of Microsoft Office & G-Suite while possessing the ability to adapt to industry specific and new technology applications
  • Proficient in functions of Canva and/or other digital marketing platforms
  • Must be prompt, reliable, accountable and detail oriented
  • Ability to work efficiently as a team member in a busy environment while demonstrating exceptional organizational skills, attention to detail and reliability to manage administrative work to support our Realtors
  • Skilled at applying past experience and knowledge to new situations
  • Displays a high level of professionalism and initiative with a positive and collaborative attitude
  • Ability to work independently across multiple office locations

Please, ONLY those who meet the criteria need apply. You may email your resume and quote Stittsville Client Care Coordinator in the subject line. NO PHONE CALLS PLEASE.

We thank all those who apply; however, only those selected for an interview will be contacted.

Job Type: Full-time

Pay: $38,000.00-$40,000.00 per year

Benefits:

  • Company events
  • Dental care
  • Extended health care
  • Life insurance

Ability to commute/relocate:

  • Carleton Place, ON: reliably commute or plan to relocate before starting work (preferred)

Work Location: In person

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