About this role
*Join Our Team! *We are a busy, well-established real estate brokerage looking for a professional, energetic and customer-focused Administrator to join our team.
As the first point of contact for our clients, REALTORS®, and business partners, you'll play an important role in creating an exceptional first impression while helping keep our office running efficiently. This is an excellent opportunity for someone who enjoys working in a fast-paced environment, thrives on organization, and takes pride in delivering outstanding customer service.
Real estate experience is a strong asset, but we are also interested in candidates with exceptional administrative and customer service experience who are eager to learn.
*KEY RESPONSABILITIES*
*Reception & Client Service:*
- Welcome clients, REALTORS®, visitors, and business partners in a professional and friendly manner
- Answer and direct incoming phone calls and emails
- Maintain a welcoming, organized, and professional reception area- Manage incoming mail, courier deliveries, and office communications
*Administrative Support:*
- Provide administrative support to the Branch Manager, REALTORS®, and head office staff
- Coordinate meeting room bookings and appointments
- Arrange for manager signatures on documents as required
- Prepare correspondence, reports, and other administrative documents
- Maintain electronic and paper filing systems
*Real Estate Administration:*
- Process listings and transactions accurately and efficiently
- Review listing and transaction files for completeness and accuracy
- Follow up with agents regarding missing or incomplete documentation
- Manage listings and appointments using ShowingTime and other brokerage software
- Assist agents with brokerage systems and provide basic technology support
- Work collaboratively with lawyers, and other industry partners to resolve transaction
-related matters
- Accept and record trust deposit cheques and issue receipts in accordance with brokerage procedures
*Office Operations:*
- Open and close designated office locations: Carleton Place Office: Mondays, Wednesdays & Fridays, Almonte Office: Tuesdays & Thursdays,
- Provide front-desk reception, including greeting visitors and assisting walk-ins
- Manage office supplies, placing orders as required
- Communicate with landlord and building management on any unit issues, required maintenance and/or repairs
- Organize, schedule, prepare and assist with hosting office monthly meetings and event
- Communicate regularly with the office manager and brokerage operations team
- Keep common areas, reception, meeting rooms, and kitchen organized, clean, and fully stocked throughout the day
- Assist with onboarding administrative tasks and office events as needed
- Provide remote administration assistance to additional valley offices by telephone and email
- Monitor and respond to daily incoming emails
- Prepare monthly duty schedules
- Inform agents of incoming mail, messages, and other communications
- Attend monthly administrative meetings via Zoom and occasionally in-person
*QUALIFICATIONS Required:*
- Minimum three years of experience in an administrative or reception role
- Previous experience in a real estate brokerage is considered a strong asset
- Exceptional customer service and interpersonal skills
- Excellent verbal and written communication skills
- Strong organizational and time management abilities
- Ability to multitask, prioritize, and adapt in a fast-paced environment
- High level of professionalism, discretion, and attention to detail
- Reliable, accountable, and self-motivated
- Ability to work independently while contributing to a collaborative team environment
*Technical Skills:*
- Google Workspace (Gmail, Docs, Drive, Calendar and Sheets)
- Microsoft Office (Word, Excel and Outlook)
- Canva
- Comfortable learning new technology and brokerage software
- Social media platforms including Facebook, Instagram, LinkedI