Job description
We are seeking a highly organized and proactive Administrative Assistant / Client Care Co-ordinator to join our growing real estate team. Real estate experience is required. The ideal candidate will support daily operations, coordinate transactions, manage client communications, and help ensure an exceptional client experience. This role requires strong attention to detail, excellent time management skills, and the ability to take initiative in a fast-paced environment. Access to a reliable vehicle and a valid driver's licence are required, as occasional travel between properties and offices is part of the role.
Client Care & Relationship Management
- Coordinate and manage real estate transactions from accepted offer through closing, ensuring all deadlines, conditions, and documentation requirements are met.
- Conduct client care check-ins throughout the transaction process.
- Ensure clients receive all necessary information and understand upcoming milestones and deadlines.
- Maintain consistent communication with clients to ensure an exceptional customer experience.
- Manage client appreciation initiatives, gifts, cards, and special events.
- Assist with gathering client reviews and testimonials following successful transactions.
- Coordinate with lawyers, mortgage brokers, inspectors, appraisers, stagers, photographers, and other vendors.
- Report directly to the Operations Manager regarding transaction progress and outstanding items.
- Manage timelines, deadlines, and documentation throughout the transaction process.
- Coordinate residential lease listings and transactions from listing through possession.
Administrative Support
- Excellent communication skills; both verbal and written, to interact professionally with clients and team members
- Answer incoming phone calls, emails, and client inquiries.
- Book showings.
- Prepare documents.
- Schedule appointments.
- Order office supplies and maintain office organization.
- Assist with office systems and technology management.
- Support day-to-day operations and special projects as assigned.
Marketing Support
- Create and design marketing materials using Canva, including feature sheets, social media graphics, flyers, postcards, and advertisements.
- Update marketing partners with listing information, photos, and content.
- Assist with social media content creation and scheduling.
- Maintain brand consistency across all marketing materials.
Field Responsibilities
- Deliver lockboxes, signs, feature sheets, and listing materials to properties and vendors..
- Coordinate office-to-office pick-ups and drop-offs.
- Take property measurements and create floor plans.
Qualifications
- Real estate experience required.
- Strong understanding of real estate transactions, listings, and leasing processes
- Valid driver's license and reliable vehicle required
- Experience with MLS systems, CRM platforms, and transaction management software
- Proficiency with Canva, Google Workspace (Google Drive, Gmail), Microsoft Word, SkySlope, Supra One, BrokerBay, Follow Up Boss, WebForms, and DocuSign.
- Strong organizational and time management skills
- Excellent customer service and communication skills
- Ability to manage multiple priorities and deadlines simultaneously
- Strong attention to detail and proofreading skills
- Ability to work independently and take initiative
- Strong problem-solving abilities and professional demeanor
If you have a strong understanding of real estate transactions, enjoy keeping things organized, and take pride in providing exceptional client care we’d love to hear from you!
Benefits
- Casual dress
- Company events
- Mileage reimbursement
Pay: $20.00-$25.00 per hour
Work Location: In person
