Reception & Real Estate Administrator

12 hours ago

Whistler, British Columbia, Canada Whistler Real Estate Full time

Job Summary:

Reception & Real Estate Administrator (Reception, Listings & Marketing Support)

Reports To: Managing Broker / Office Manager

About the Role

Highly organized, detail-oriented Administrator to join our Whistler office. This role is central to maintaining the smooth operations of our real estate team by supporting listing administration, client and agent communication, basic marketing activities, and overall office operations.

You will be the first point of contact for visitors and callers and will help ensure that our listings, marketing materials, and office environment reflect a high level of professionalism.

Key Responsibilities

1. Listing Administration

  • Process new listing requests by monitoring shared inboxes, entering property data, and following up with agents
  • Coordinate listing approvals with the Managing Broker and assist in resolving compliance questions
  • Maintain active listings by processing updates and ensuring accuracy across MLS, WLS, internal systems, and marketing channels
  • Enter sold properties into WLS for statistical tracking
  • Manage listing data in Lone Wolf and support Luxury Portfolio International submissions

2. Inquiry & Communication Management

  • Monitor service email inboxes, delegate inquiries, and resolve issues where possible
  • Answer inbound calls with professionalism, directing inquiries to the appropriate agents or staff
  • Greet and assist all walk-in visitors promptly and courteously
  • Manage courier deliveries and general office communication workflows

3. Office Operations

  • Participate in daily opening and closing procedures, including tidying the lobby, boardrooms, and kitchen (loading/unloading the dishwasher)
  • Maintain filing systems and uphold privacy and compliance requirements
  • Update internal office procedures and provide guidance on office applications
  • Support agent and client pickups, key sign-outs, and document management
  • Sort and distribute incoming mail and coordinate outgoing mail/couriers
  • Prepare and send daily handover emails for the next receptionist

4. Administrative Support & Basic Marketing

  • Record month-end chargebacks for agent-billable expenses
  • Maintain internal dashboards and assist with regular administrative workflows
  • Fulfill agent printing requests and create marketing materials such as brochures from templates
  • Assist with social media posts, including drafting content, preparing photos, and scheduling posts based on provided guidelines
  • Prepare window listings, update window displays, and ensure signage and promotional materials are current and visually appealing
  • Support open house postings, basic print materials, and general marketing updates.
  • Assist with office events and bookings, including golf tee times and boardroom reservations
  • Provide basic troubleshooting for office technology
  • Help onboard new agents with office orientation and tech setup
  • Handle occasional pickup or drop-off of cheques or mail

5. Office Maintenance & Care

  • Order and restock office, printer, and cleaning supplies
  • Keep public-facing spaces neat, tidy, and welcoming always
  • Perform basic appliance and equipment upkeep (printer, switchboard, fridge, coffee machine)
  • Assist with minor maintenance issues
  • Water and maintain office plants

This position offers an engaging work environment for individuals who are detail-oriented, customer-focused, and proficient with office technology.

Job Types: Full-time, Part-time

Pay: $26.00-$30.00 per hour

Expected hours: 32 – 40 per week

Benefits:

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

Location:

  • Whistler, BC (preferred)

Work Location: In person

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