Job Title: Administration Assistant and Team Coordinator

Location:  Toronto, Ontario

Hours: Monday – Friday, 9am – 5pm (occasional evenings or weekends if needed during high season)

Compensation: $50,000 - $60,000 per year, depending on experience and qualifications

Status: Employee

Job Purpose:   

We are seeking a skilled and proficient administrative assistant who will be the front line of communication for incoming calls and emails from clients, who will work directly with agents on their daily and weekly scheduling of appointments, and who will collaborate in the office with our other administrative team members to assist in executing tasks that push our strategies forward efficiently. We are seeking a kind, hardworking individual who is fulfilled by completing a long list of tasks each day, who efficiently follows systems, who enjoys collaborating with others, and who is motivated to exceed expectations. This team member is the front line of communication representing our brand, so we are seeking someone who can remain consistently professional, calm, kind, and on task.

Qualifications:

• Minimum of one year’s experience working in real estate administration
• Experience managing CRM platforms
• Technologically savvy, nimble, and able to manage fast-paced environments
• Superior communications skills (written/verbal), particular emphasis on written skills
• Professional and collaborative
• Extremely strong interpersonal and customer service skills.
• Proficiency with Dropbox, Asana, DocuSign REALM, CRM management, Google Suite

Primary Duties and Responsibilities:

Administrative: 

• Receiving all client and trade inquiries via email and phone
• Assist Realtors with managing schedules
• Booking and confirming appointments
• Managing CRM platform
• Managing our team operating systems
• Purchasing and keeping a stock of snacks and office supplies

Team Collaboration:

• Collaborating with all team members to ensure team tasks are completed (daily, weekly, monthly
• Booking team lunches
• Preparing open house signs and signage for in-house marketing
• Facilitating feature sheets and marketing to the agents in a timely manner
• REALM searches for agents on the fly
• Drafting price per square foot analysis in EXCEL upon request
• Supporting team members with tech issues, sourcing options and coordinating delivery
• Suggesting team opportunities to enhance engagement

Client Interaction:

• Sending responses to client inquiries
• Sending floor plans, inspections etc. to clients when requested
• Confirming of appointments for next-day interactions with clients

Accounting Responsibilities:

• Saving all invoices from trades or supplies appropriately
• Paying invoices in a timely manner