Operations Coordinator

As Operations Manager, you will support the team by implementing and continually

improving administrative and marketing systems, procedures and policies. You will initiate,

plan, and execute projects, liaise with multiple stakeholders (clients, agents, and service

providers), and coordinate complex transactions. Your roles will include but not be limited to

executive assistant, client care coordinator, transaction coordinator, and marketing

coordinator. You'll have a blast working with us –we promise ;)

WHO YOU ARE

● You're energetic, outgoing, positive and optimistic (most of the time)

● You're compassionate - you naturally provide empathy in emotionally-charged

situations

● You are a team player – you recognize that you play an important role within the

context of a larger team and you eagerly take on that role

● You are responsible - you make commitments and keep them

● You're tech savvy – you may not be a tech whiz, but you're familiar with email, social

media, and blogging

● You're adaptable – you're able to work effectively with multiple personality types.

● You're organized - you can structure complex and interdependent tasks and get them

done

● You're punctual – you're mostly on time and when you aren't you give ample notice

● You're reliable – you do what you say when you say you'll do it.

● You're an eager learner – you love learning new systems, tools, and ways of being

● You can keep your cool - you work well under pressure and with tight deadlines

● You're flexible – you adapt easily to changing circumstances and requirements

● You're coachable – you listen openly to feedback and constructive criticism

● You're a multitasker – you're able to juggle a lot of balls without dropping any

● You're proactive – you're always asking 'now what needs to be done'.

● You're a self-starter – you see opportunities for improvement and you take initiative to

make them happen

● You're detail-oriented – you love doing things right and for you, the little things count

● You're a problem solver – you face challenges and obstacles with enthusiasm and grit

● You're willing to follow directions, systems and procedures.

● You face challenges and deadlines with grace.

● You love efficiency – getting the right things done fast and well gives you satisfaction

● You're self-directed – you don't need or want to be micro-managed

● You write well – you may not be an English lit major but your writing is clear, concise

and engaging.

● You speak clearly and professionally

● You have a passion for Real Estate Experience in the industry is beneficial but not

required.

● Bonus: You have a vehicle and a Driver's License.

WHAT YOU WILL DO

Executive Assistant

● Answer calls and emails

● Schedule meetings and manage calendars

● Keep the office tidy and organized

● Perform miscellaneous errands

● Manage, track, and report expenses

● Coordinate bill payment

● Make sure the office is well stocked with supplies

● General printing & scanning of materials

Client Care Coordinator

● Deliver service that creates raving fans

● Stay in regular communication with active clients

● Check property statuses and set up property searches for new and existing clients

● Respond to client, customer, tenant requests

● Booking showing appointments for buyer's agent

● Maintain a client database in CRM software. Update entries. Add to database, etc...

● Stay in constant communication with clients according to a pre-defined schedule

● Draft and send customized email templates

● Schedule appointments for home previewing and client home tours

● Log all client interactions in our CRM software

● Prepare and distribute customer service comparative market analyses

Transaction Coordinator

● Ensure that all transactions flow through the same high quality service steps of listing,

booking vendors to list, documentation, closing and gifts

● Take measurements and prepare property feature sheets

● Write property descriptions

● Create draft MLS listings and manage listing statuses

● Prepare and distribute weekly listing reports to assistants and agents

● Prepare pre-listing packages and paperwork

● Prepare/file standard paperwork

● Request status certificates, surveys, home inspections, photographs, etc..

● Coordinate activities with virtual assistants, videographers, printers, and

photographers.

● Find service providers, obtain quotes, etc...

● Stay in constant communication with transaction stakeholders (agents, vendors, etc...

● Order 'for sale' signs, riders, etc...

● Manage transaction documents in team Drive folder, command and physical files

● File deal paperwork with the brokerage admin staff.

● Manage/post to social media (Facebook, Twitter, etc...)

● Order housewarming gifts, thank you gifts, etc...

● Collect feedback from showings and distribute to stakeholders

● Coordinate all closing processes including key transfer, cleaning, etc...

● Coordinate tasks to ensure that offer conditions (if applicable) are fulfilled

● Prepare regular progress updates for clients

● Manage and update advertisements on listings and websites.

● Managing client requests and delegating to appropriate resources.

Marketing Coordinator

● Prepare postcards, feature sheets, listing sheets, etc...

● Video marketing and syndication to major online portals (Vimeo, YouTube, etc...)

● Coordinate efforts with content creators (videographers, photographers, copywriters).

● Customize and send print/email newsletters

● Open house preparation and promotion – flyers, social media marketing, open house

signs, etc..

● Website maintenance and development

● Social media marketing and syndication

● Video – set up calendar and subjects for video series. Schedule filming. Post to

YouTube, Facebook, Twitter, etc...

● Manage farm/contact lists- marketing to all neighbours of sold properties.