Real Estate Licensed Administrative Assistant

Busy and dynamic real estate agent is growing and looking to hire a Licensed Administrative Assistant. The ideal candidate will be a licensed Realtor that is looking for a more balanced work schedule with guaranteed hours, income and wants to be in more of an administrative role while still being able to transacts for themselves and friends and family. This person will be working very closely with the team leader and sales agents in order to simplify the sales agents duties and help provide an exemplary customer experience.

General Duties:

● Opening and closing of the Office Facility

● Checking the office mailbox daily and mailing items as required

● Answering the phone, servicing customers and/or directing messages to the appropriate person

● Monitoring, directing and responding to incoming emails

● Greeting customers and handling deliveries

● Communicating with inside/outside sales agents

● Communicating with clients/customers to ensure a first class customer service experience

● Creating Google Meet links

● Assisting with scheduling and appointments

● Organizing, forwarding and electronically filing documents using Google Drive

● Managing customer database

● Handling direct mail and e-newsletters

● Running errands as required by the office and sales agents including but not limited to: installing/removing Directional Signs, General Signage, Lock Boxes, Key Cutting/Running

Seller Clients:

● Preparing listing paperwork/packages

● Inputting/managing customer contact information

● Communicating with clients/customers

● Coordinating photographers, cleaners, home stagers, sign installation/removal, key drop-off/pickup, etc.

● Inputting/uploading new property listings/photographs to the MLS and verifying accuracy

● Setting up Showing Time

● Handling feature sheets/booklets

● Inputting/uploading listings using all marketing vehicles (Instagram, Kijiji, Facebook, Website)

● Handling showing requests, feedback, property updates and offer notifications

● Managing DocuSign envelopes for both Listing Agent and customers

● Uploading/forwarding paperwork to agents, customers, mortgage agents, lawyers and Google Drive

● Inputting/tracking sold data

● Updating databases

● Facilitating appraisal access if required

● Activating Firm Sale Action Plan

Buyer Clients:

● Preparing paperwork/packages

● Inputting/managing customer contact information

● Communicating with clients/customers

● Assisting with scheduling showings

● Assisting with property information requests

● Preparing offer paperwork for Buyers’ agent

● Managing DocuSign envelopes for Buyers’ agent and customers

● Facilitating inspection access if required

● Inputting/tracking sold data

● Updating databases

● Facilitating appraisal access if required

● Activating Firm Sale Action Plan

Marketing/New Business:

● Managing social media including Instagram, Facebook, LinkedIn, etc.

● Supporting various requests from team members

● Direct Mail and mail drops

● Outbound calls as required

Billing/Accounting:

● Forwarding information/documents to lawyers and cooperating brokerages

● Invoicing

● Scanning/Depositing/drafting of cheques and various bank duties

● Handing bills/agent payments

● Statistics/tracking/record keeping

Other:

● Vacation and vacation pay

● 40 hours per week

● Monday - Friday 830am - 5pm