Real Estate Administrative Assistant
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Job Location:
Hourly Salary:
Experience Required:
Posted on:
30+ days ago
Vacancies:
1 Vacancy
Job Summary
Job Overview:
We are seeking a highly organized and detail-oriented Real Estate Administrative Assistant to join our dynamic team. The ideal candidate will provide administrative support to our real estate professionals ensuring smooth operations and contributing to the success of our real estate transactions. This role requires excellent communication skills proficiency in office software.
Key Responsibilities:
- Provide administrative support to real estate agents brokers and managers.
- Manage and maintain real estate databases including property listings client information and transaction records.
- Coordinate property showings meetings and open houses.
- Occasionally prepare and distribute marketing materials such as brochures flyers and online listings.
- Assist in the preparation and review of real estate contracts agreements and other legal documents.
- Handle incoming and outgoing communications including phone calls emails and mail.
- Procure personalized thank you gifts for clients.
- Ensure cards are being mailed/emailed for client anniversaries holidays and birthdays.
- Maintain organized and up-to-date filing systems for all real estate documents.
- Support the team in conducting market research and preparing comparative market analyses (CMAs).
- Organizing and maintaining the CRM.
- Assist in the onboarding process for new clients and ensure all necessary documentation is completed.
- Coordinate with external vendors such as photographers inspectors and appraisers.
- Monitor and manage office supplies and equipment ensuring availability and functionality.
- Perform other administrative tasks and duties as assigned.
Qualifications:
- Previous experience in a real estate administrative or similar role is highly desirable.
- Proficiency in Microsoft Office Suite (Word Excel Outlook PowerPoint) and real estate software (e.g. MLS systems).
- Strong organizational and multitasking skills with a keen attention to detail.
- Excellent written and verbal communication skills.
- A proactive attitude constantly looking for improvements.
- Ability to work independently and as part of a team in a fast-paced environment.
- Familiarity with real estate terminology and processes is a plus.
- Professional demeanor and strong customer service skills.
- Ability to handle sensitive and confidential information with discretion.
Required Skills:
Operations & Sales Assistant We are looking for a highly organized and process-driven Operations & Sales Assistant to support our growing team. This role is ideal for someone with experience in operations process optimization and systems creation who thrives in a fast-paced environment and is eager to improve efficiency across multiple departments. The ideal candidate will take of operational workflows streamline onboarding/offboarding processes and reporting and administrative functions to support our agents and leadership team. Whats Involved Operational Process & Systems Management Evaluate document and refine onboarding offboarding and agent support processes improve efficiency. Create and implement standard operating procedures (SOPs) for key administrative and sales support functions. Optimize use of technology tools such as Trello Follow-up Boss Broker Wolf DotLoop and CRM systems to enhance workflow automation. Agent Support & Onboarding Conduct individual training and orientation sessions for new agents. Manage all aspects of agent onboarding (all branches) including paperwork TRREB and RECO applications/transfers and account setups (Google DotLoop CRM). Initiate follow-up processes for managers and agents to ensure smooth transitions. Oversee Broker Wolf deal processing setup for all new agents. Agent Offboarding Manage all administrative aspects of agent departures including paperwork processing and account closures. Ensure a seamless transition by following structured offboarding procedures. Administrative & Sales Support Maintain a Weekly Agent Report tracking recruiting incoming and outgoing agents. Manage the Distillery Training Calendar scheduling workshops and training sessions. Facilitate lead transfers for call sessions across all branches. Oversee and respond to group inboxes (e.g. ). Generate and distribute sales reports to the Senior Leadership Team (SLT) as needed. Provide sales data to the Marketing team upon request. Event & Meeting Coordination Track and coordinate annual agent awards. Order food for meetings workshops and training sessions. Schedule and manage meeting bookings for SLT. Support event planning initiatives for company-wide activities. Talent Specs 3 years of experience in operations process management or systems creation preferably in real estate professional services or a related field. Strong ability to create refine and implement efficient workflows. Experience using Trello Follow-up Boss Broker Wolf DotLoop Google Suite and CRM systems (or similar platforms). Exceptional organizational analytical and problem-solving skills. Proven ability to manage multiple priorities work independently and take initiative. Strong communication and interpersonal skills to support agents and leadership teams. A proactive solution-oriented mindset with a focus on process improvement.
Company Industry
IT Services and IT Consulting
Key Skills
- EAM
- Economics
- IT Business Analysis
- Information Security
- Android Development
