Real Estate Assistant

Company description

We are a tech-savvy, friendly, innovative, client-centric, and high producing Real Estate team in Ottawa. Our motto is service before sales. We pride ourselves on being authentic and developing deep, meaningful relationships with our clients.

Job description

Be Authentic, Be You.

You are a natural helper. Organizing and staying on top of tasks to ensure the right priority gets addressed gives you a sense of fulfillment. You ensure various moving parts move well together. Your strongest attributes are organization, attention to detail and a positive mind set. You are tech savvy, love to help others and are warm but efficient in your communication.

Job Expectations:

You are the heart of this business. You matter and everything you touch matters. You ensure the lead Realtor stays organized and that every client’s need is met with caring professionalism, attention to detail, and professionalism. You have a learning mindset and want to grow within the company.

Duties and Responsibilities:

1. Administrative & Scheduling: You are the central point of contact for the Lead Realtor and the clients. You manage the interface between clients and Realtor and ensure things are scheduled, reminders are sent, appointments and events are organized. You are familiar with Client Relationship Management software (i.e. Top Producer) and integrate this into calendar for others. You handle client communications through emails and phone with a positive and helpful disposition. You prepare accounts payable, month end income-expense statements and cheques; prepare CRA at source employee reporting and remittances.

2. Paperwork & Coordination Ninja: You assist with the full lifecycle of a Real Estate transaction and are efficient with all paperwork.

a. From developing pre-listing CMAs, to coordinating with clients regarding timelines, developing feature sheets, setting appointments for stagers, photographers, sign installation, window washer, cleaners and sign removal.

b. You Broker load MLS listings, prepare listing agreements, amendments, FINTRAC, WWR, Receipt of Funds etc.

c. For purchasing transactions, you prepare paperwork, investigate market data, explore legal and zoning issues and help coordinate after sale closings with ensuring all appropriate parties including lawyer offices, office staff, and clients have all needed information.

3. Marketing & Referrals: You are a follow up boss. You assist lead Realtor in developing a robust client management program to ensure we consistently celebrate our clients and keep us top of mind for them. From aftercare gifts, to ongoing appreciation, event management etc. you think about how we can personalize a feeling of family for each person we have the privilege to serve.

You also manage with partners all print marketing and advertising as well as all virtual and online marketing, adhering to their timelines; upload properties to social media channels and website CRM/Database touchpoint management and communication, and any additional tasks as required.

Must-have qualifications:

· Extremely strong interpersonal and customer service skills with exceptional communications skills (written/verbal).

· Minimum 2 years experience in the Real Estate Industry in an administrative role

· Minimum 2 years experience in an office administrative role

· Proficient in Excel/Microsoft/Dropbox

· Proficient in operating a variety of CRM's (Client Relationship Manager)

· Marketing Experience and basic understanding of Social Media, SEO & Content Curation

· Excellent customer service

· Passionate and motivated person

· Ability to problem-solve, excellent attention to detail and highly organized

· Professional standards with impeccable phone mannerisms

· Qualified candidates only please submit your COVER LETTER AND RESUME for immediate consideration. Only candidates considered for the position will be contacted.

Skills and Software:

· Knowledge of Microsoft Office: Word, Excel and Outlook

· OREB, MLS, WebForms, GeoWarehouse and MPAC

· Nexone (Faltour), Dropbox, Google platform

· Top Producer / CRM software

Qualified candidates only please submit your COVER LETTER AND RESUME for immediate consideration. Only candidates considered for the position will be contacted.

Job Types: Full-time, Part-time, Casual, Freelance

Salary: $40,000.00-$55,000.00 per year

Schedule:

• Monday to Friday
• Weekends as needed

Work Location: Hybrid remote in Kanata, ON K2K 3E7