Stone Group is one of Canada's leading real estate teams led by Benny Jain, with over $1 billion in total sales and deep expertise in residential, commercial, and pre-construction real estate. We are passionate about helping clients achieve their property goals through innovation, technology, and genuine relationships.
We are hiring a motivated and organized Real Estate Administrative Assistant to support our agents with administrative, client-facing, and transaction coordination tasks playing a key role in keeping our pipeline moving and our clients well-served.
Key Responsibilities
Lead Management & Client Communication
- Respond to new inbound leads promptly via phone, text, and email
- Make outbound calls to new and warm leads to qualify and engage them
- Book and confirm appointments between leads and agents
- Schedule and coordinate property showings, communicate with all parties, and gather post-showing feedback
- Support agents in following up with leads through the pipeline from first contact through to accepted offers
- Assist with preparing and coordinating offers, and liaise with other agents, lawyers, and lenders as needed
Administrative Support
- Manage agent calendars, schedule appointments, and organize meetings
- Prepare and distribute real estate forms, documents, and marketing materials
- Maintain electronic and paper filing systems; process and manage correspondence
- Manage day-to-day office activities, including ordering supplies
Document & Transaction Coordination
- Prepare and organize all transaction documents with accuracy and attention to detail
- Coordinate document execution through DigiSign and DocuSign
- Track deal milestones and ensure nothing falls through the cracks
Data Management
- Maintain and update the GoHighLevel CRM with lead activity, notes, and status changes
- Create and update reports; ensure accuracy of property and client data
Required Software Proficiency
Candidates must have hands-on experience with the following:
- MLS / FVREB / REBGV — Fraser Valley Real Estate Board and Real Estate Board of Greater Vancouver platforms
- Paragon MLS — BC's primary MLS system
- REALTOR.CA
- WEBForms (BCREA)
- DigiSign / DocuSign
- Broker Bay — for showing coordination and scheduling
- GoHighLevel CRM — preferred; experience with any CRM is an asset
- Microsoft Office Suite — Outlook, Word, Excel, PowerPoint
Qualifications & Experience
- Post-secondary degree
- Minimum 2 years of relevant experience in the real estate industry (BC preferred)
- Self-motivated, detail-oriented, and able to manage multiple priorities simultaneously
- Excellent verbal and written communication skills confident on the phone with clients
- Strong organizational and time-management skills
- High level of ethics, professionalism, and personal integrity
- Ability to work independently and as part of a collaborative team
We appreciate the interest of all applicants; however, only those selected for an interview will be contacted.
Pay: From $3,000.00 per month
Work Location: In person
