Office Administrator Jobs

Job description

We are looking for a full-time Office Administrator to join our award-winning Real Estate Team!

The Office Administrator is responsible for collaborating with all parties of a transaction. As a key member of our team, the Office Administrator must be committed to providing the highest standard of customer service, attention to detail, and care to our clients. This role will appeal to highly self-motivated and energetic individuals, known for great intuition and judgment in understanding and anticipating what comes next and how to improve workflows and administrative processes in a rapid-paced office setting.

General Office Duties & Responsibilities

• Coordinate weekly open houses
• Transaction closing coordination and post-close client support
• Coordinate, organize, and prioritize day-to-day work activities along with unanticipated or urgent issues and requests that arise
• Prepare and post listings on MLS & online
• Ensure there are processes and systems in place to track time-sensitive activities as well as reminders for follow-up contact with clients
• Draft Agreement of Purchase and Sale, and related legal documents
• Schedule appointments and activities to prepare the property and listing for launch on the market
• Coordinate print ads & team schedules
• Prepare any mailers, postcards or other marketing and promotional pieces
• Ensure lead and client profiles are up to date in the CRM
• Establishing immediate rapport with clients, ensuring information is provided to clients in a timely manner
• Follow up on all pre and post-offer activities and documents

Education & Experience

• Natural ability and familiarity with business tools and systems, in particular with Google Workspaces, CRM Platforms, Adobe InDesign, comfortable with new technologies and a track record of learning and using tools to increase productivity and office organization
• Experience in a senior-level support role in a fast-paced real estate environment
• A passion and interest in real estate are essential
• Some training at the post-secondary level in the areas of business administration, customer service, real estate, or other relevant areas.

Desired Skills

• Very strong attention to detail, organizational skills, and ability to manage a wide variety of tasks often with conflicting deadlines and priorities
• Warm and engaging style in communicating and working with clients and other team members
• Highly ethical with a strong work ethic, along with a willingness to do what it takes for the whole team to succeed
• Excellent interpersonal and communication skills
• Particularly strong background in developing operational systems and processes that increase productivity and efficiency within office environments
• Flexibility in work hours to accommodate some evening and weekend work
• Highly resourceful with strong intuition and judgment around what makes business sense, requires little supervision
• Hardworking, innovative, self-motivated, and self-confident with the ability to influence and motivate others towards common goals

Only resumes with relevant experience and background will be considered.