Administrative Assistant Project Coordinator

4 days ago

Thunder Bay, Ontario, Canada Royal Lepage Lannon Realty Ltd. Full time

Company Description

Royal LePage Lannon Realty, Brokerage is a trusted provider of real estate services in Northwestern Ontario, serving the community since 1981. The company is committed to offering professional support for buying and selling homes. Beyond real estate transactions, Royal LePage Lannon Realty is dedicated to strengthening the community through support for various local initiatives, especially those benefiting women's and children's shelters and educational programs addressing domestic violence.

Position Summary

We are seeking a proactive, highly organized Administrative Assistant & Project Coordinator. This role plays a critical part in executive support and coordinating key office projects. The ideal candidate is detail-oriented, reliable, and comfortable managing multiple priorities in a fast-paced environment.

This position works closely with ownership.

Core Responsibilities

1. Executive Support

  • Provide day-to-day administrative and organizational support to management.
  • Manage calendars, scheduling, reminders, and task prioritization.
  • Prepare meeting agendas, take minutes, track action items, and follow up to ensure completion.
  • Draft and format emails, reports, and internal communications.
  • Support administrative aspects of working with real estate clients, including documentation, follow-ups, and file organization.
  • Handle confidential and sensitive information with discretion and professionalism.

2. Reporting & Business Tracking

  • Prepare monthly brokerage and agent production reports.
  • Assist with budget vs. actual reporting and financial summaries.
  • Maintain dashboards and reports that support informed decision-making by ownership.
  • Provide weekly progress updates highlighting key priorities, deadlines, and risks.

3. Training & Communication Support

  • Coordinate internal training sessions, onboarding meetings, and workshops.
  • Assist with scheduling, room setup, technology, presentation materials, and attendance tracking.
  • Distribute meeting follow-ups, summaries, and action items.

4. Project Coordination & Operations Support

  • Coordinate multiple ongoing projects across the brokerage, including technology upgrades, operational improvements, and office events and community initiatives.
  • Track timelines, responsibilities, and deliverables to ensure projects stay on schedule.
  • Communicate with internal team members, vendors, and partners to support execution.
  • Support with New Agent on Boarding processes
  • Provide regular status updates to ownership on all active projects.

5. Office & Agent Support

  • Help maintain organized digital systems, including shared drives, CRM platforms, and internal resources.
  • Assist with compliance-related documentation and file management.
  • Provide backup support to administrative staff during peak periods.

This position offers an opportunity to be an integral part of our team by ensuring efficient administrative operations while providing outstanding support to the management team.

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