Real Estate Services Assistant

Mississauga - Ontario - Canada
Job Summary
Provides general administrative support to a team of sales professionals. This position requires exceptional interpersonal skills, strong written and oral communication skills, analytical skills, organizational and planning skills and the ability to function effectively with minimal direction.
Essential Duties And Responsibilities

• Carries out special projects and assignments as requested.
• Work on ongoing long-term assignments while prioritizing day to day tasks.
• Communicates with clients, vendors, and other sales professionals.
• Performs other duties as assigned.
• Organizes and maintains filing system, file correspondence and other records.
• Creates and initiates property marketing materials and requests.
• Composes and prepares routine correspondence, paperwork (such as listing agreements, RFPs, LOIs, BOVs, lease and sale agreements etc.) and emails for sales professionals.
• Maintains and updates relevant databases and requests website/professional profile updates.
• Answers, screens and directs incoming telephone calls.
• May be responsible for coordination/planning and execution of special events and conferences for client, or sales team.
• May attend sales team meetings for the purpose of recording meeting minutes or action items.
• May coordinate schedules and appointments for sales team members.
• Gathers supporting documentation to complete trade records for various transactions while abiding by company accounting policies as well as local and national laws.
• Responds to general inquiries and provides information as needed, while maintaining confidentiality of sales, marketing, client and proprietary information and data in all communications.

Education And Experience
Post-secondary education is required; 1-3 years’ experience providing administrative support to multiple or team of professionals; work experience in a Sales or Marketing environment preferred.
Essential Skills

• Ability to write routine reports and correspondence, with exceptional attention to detail.
• Open to learning new skills/tasks as required.
• Excellent written/verbal communication skills in order to effectively and confidently communicate with clients in person, by phone or by email.
• Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding.
• Ability to work independently and collaboratively within a team environment and within a corporate office structure.
• Ability to manipulate basic templates in Power Point and/or InDesign preferred.
• Positive and professional outlook.
• Ability to determine and respond to conflicting priorities, as well as multi-tasking various projects within the team.
• Basic knowledge of accounting and marketing preferred.
• Ability to calculate intermediate figures such as percentages, discounts and/or commissions.
• Ability to provide efficient, timely, reliable and courteous service to clients and team members.
• Ability to be proactive and problem solve.
• Advanced skills with Microsoft Office Suite, internet research and web publishing skills.
• Strong organizational and analytical skills.
• Requires knowledge of financial terms and principles; conducts basic financial analysis.

SCOPE OF RESPONSIBILITY
Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause negative impact to external and internal clients.
CERTIFICATES AND/OR LICENSES
Possession of a Real Estate license is an asset.
Service line: Advisory Segment