Outside Sales Associates for MedQuest Medical – Quebec

Company:

Metrix Realty Group

Recruiting Company:
Hello Hired Inc

Position:
Executive Assistant & Operations Coordinator

Location:
Downtown London, ON

Job Status:
 Full-Time | In-Office

About Matrix Southwest:

Metrix Realty Group
is a well-established real estate appraisal firm providing fee-based private sector appraisals. With 16 commission-based appraisers and a dedicated support team, we've grown significantly in recent years and are now at a key stage where we need stronger systems, structure, and leadership in place to optimize how we operate.

We're seeking an
Executive Assistant & Operations Coordinator
who can combine high-level administrative and organizational skills with direct support for our appraisal team. This role is more than just administration—it's about working closely with ownership, bringing processes into the business, and helping us grow sustainably.

The Role:

This role combines executive assistant duties, office administration, and appraisal support. You'll handle core administrative responsibilities and appraisal file support, but also step into a leadership space—building structure, implementing processes, and helping the owners manage and prioritize firm-wide needs.

This position is ideal for someone who thrives in a detail-oriented environment but also sees the bigger picture, can think critically, and has the initiative to take ownership of projects.

Key Responsibilities:

Executive Support

• Work directly with ownership to organize schedules, priorities, and projects.
• Assist with portfolio organization, project triage, and follow-ups to ensure deadlines are met.
• Support strategic decision-making with research, summaries, and reporting.
• Act as a key communication point between owners and the wider team.

Operations & Process Improvement

• Assess current workflows and implement processes to improve efficiency and structure.
• Introduce and oversee systems for managing larger appraisal projects.
• Assist with onboarding and training staff on new tools and workflows.
• Manage and potentially oversee offshore/remote support staff for data entry or admin tasks.

Appraisal Support & Administration

• Open, maintain, and close appraisal files (commercial and residential).
• Support appraisers with research (zoning, property data, comparables, mapping) and report preparation.
• Prepare engagement letters, RFPs, and proposal documents.
• Assist with front-end report writing and data input.

Office Administration & Bookkeeping

• Support with payroll preparation, accounts receivable, and payables using Sage.
• Monitor outstanding invoices and assist with collections.
• Handle office operations such as supplies, IT support coordination, and file storage.

What We're Looking For:

• Proven experience in executive assistant, operations coordinator, or senior administrative role.
• Strong organizational skills with a track record of implementing systems and optimizing workflows in fast-paced, growth-oriented environments.
• Professional report writing experience—clear, concise, and accurate; familiarity with legal, municipal, engineering, environmental, or real estate reports is a strong asset.
• Experience with bookkeeping and payroll (Sage preferred).
• Ability to manage priorities independently, think critically, and take initiative.
• Comfortable learning and adapting to industry-specific research tools and software.
• Experience managing or coordinating offshore/remote support staff is a plus.
• Familiarity with AI or other technology tools for efficiency is an asset.
• Exceptional attention to detail and ability to handle sensitive information with discretion.

Why Join Matrix Southwest:

• Play a pivotal role in shaping structure and processes at a growing firm.
• Work directly with ownership on high-impact projects and decisions.
• Gain exposure to both the administrative and operational sides of a professional appraisal practice.
• Competitive salary + benefits .
• Opportunity for long-term growth into a formal operations leadership role.

How to Apply:

If you're an experienced executive assistant or senior administrator ready to take on a role that blends appraisal support with process leadership, we'd love to hear from you.