Administrative Assistant

The HR Pro; Belleville; On-site; CAD 30,000 - 60,000; Full time

Job summary

A leading real estate organization in Belleville is seeking an Operations & Sales Assistant to optimize processes and provide administrative support to the team. The ideal candidate will have over 3 years of experience in operations and a proven track record of managing workflows efficiently. This full-time role offers a competitive salary of $25 - $30/hour with opportunities for professional growth.

Qualifications

• 3+ years of experience in operations, process management, or systems creation, preferably in real estate.
• Proven ability to manage multiple priorities and work independently.
• Strong communication and interpersonal skills to support teams.

Responsibilities

• Evaluate and refine onboarding processes to improve efficiency.
• Create and implement standard operating procedures for administrative functions.
• Conduct training and orientation sessions for new agents.

Skills

Proficiency in CRM management

Fluent communication in English

Excellent organization and time management skills

Technical knowledge in Google Suite

Ability to troubleshoot and find solutions

Tools

CRM systems

Trello

Follow-up Boss

Broker Wolf

DotLoop

Job description

Overview

About the role :

A career in a professional administration role in the Real Estate industry will provide you with an opportunity to learn critically analyze and actively assist in improving existing / future business models / practices. The models / practices our team uses aim at identifying cultivating and nurturing past present future client relationships while increasing efficiency to help streamline day-to-day business operations. Our teams main objective is to offer our past / present / future clients an unmatched level of service value knowledge and experience. Ideal candidates will be results-driven and will assist the team in achieving clear goals & annual objectives.

What Youll Create and Do

• At the Administrative level youll be responsible for helping to solve complex business issues from strategy to execution. The Real Estate Administrative Assistant skills and responsibilities for this level include but are not limited to:
• Proficiency maintenance & management of existing CRM (Customer Relationship Management)
• Handling incoming client calls / inquiries and responding appropriately
• Reviewing and responding to regular email communications and notes
• Communicating / coordinating with vendors & all real estate-related partners / businesses
• Coordinating photography / videography / staging / print materials
• Paperwork and associated deals management
• Maintaining teams calendars & scheduling meetings / calls with clients
• Compiling / reviewing / calculating / managing reports / data and interpreting what information team needs to act on
• Management and critical analysis of marketing / advertising
• Proof-reading / editing / analyzing various print and marketing materials
• Blog and creative content development
• Administrative management throughout both buyer and seller transactions
• Maintain a positive team environment with collaboration being key

What Youll Bring to This Role

• Ability to fluently communicate in English
• Must be an administrative ninja - someone who derives pleasure from crossing their T s and dotting their I s.
• All around proactive and positive attitude
• Ability to troubleshoot independently and find solutions
• Knowledge of social media and blogging best practices
• An interest in working within a digital world with particular attention to technology trends an openness to learning new tools and adapting how you work
• A demonstrated commitment to offering value to our clients and providing a truly memorable and high level of customer service that will keep our clients returning for years to come
• Relevant experience in customer service administration or applicable transferable skills
• Extensive technical knowledge in Google Suite (Drive Gmail Sheets Docs)
• Excellent time management organization task prioritization and problem-solving skills

Operations & Sales Assistant

We are looking for a highly organized and process-driven Operations & Sales Assistant to support our growing team. This role is ideal for someone with experience in operations, process optimization, and systems creation, who thrives in a fast-paced environment and is eager to improve efficiency across multiple departments. The ideal candidate will take of operational workflows, streamline onboarding / offboarding processes, and reporting and administrative functions to support our agents and leadership team.

• What’s Involved Operational Process & Systems Management
• Evaluate, document, and refine onboarding, offboarding, and agent support processes improve efficiency
• Create and implement standard operating procedures (SOPs) for key administrative and sales support functions
• Optimize use of technology tools such as Trello, Follow-up Boss, Broker Wolf, DotLoop, and CRM systems to enhance workflow automation

• Agent Support & Onboarding
• Conduct individual training and orientation sessions for new agents
• Manage all aspects of agent onboarding (all branches), including paperwork, TRREB and RECO applications / transfers, and account setups (Google, DotLoop, CRM)
• Initiate follow-up processes for managers and agents to ensure smooth transitions
• Oversee Broker Wolf deal processing setup for all new agents

• Agent Offboarding
• Manage all administrative aspects of agent departures, including paperwork processing and account closures
• Ensure a seamless transition by following structured offboarding procedures

• Administrative & Sales Support
• Maintain a Weekly Agent Report tracking recruiting, incoming, and outgoing agents
• Manage the Distillery Training Calendar, scheduling workshops and training sessions
• Facilitate lead transfers for call sessions across all branches
• Oversee and respond to group inboxes
• Generate and distribute sales reports to the Senior Leadership Team (SLT) as needed
• Provide sales data to the Marketing team upon request

• Event & Meeting Coordination
• Track and coordinate annual agent awards
• Order food for meetings, workshops, and training sessions
• Schedule and manage meeting bookings for SLT
• Support event planning initiatives for company-wide activities

Talent Specs

• 3+ years of experience in operations, process management, or systems creation, preferably in real estate, professional services, or a related field
• Strong ability to create, refine, and implement efficient workflows
• Experience using Trello, Follow-up Boss, Broker Wolf, DotLoop, Google Suite, and CRM systems (or similar platforms)
• Exceptional organizational, analytical, and problem-solving skills
• Proven ability to manage multiple priorities, work independently, and take initiative
• Strong communication and interpersonal skills to support agents and leadership teams
• A proactive, solution-oriented mindset with a focus on process improvement

Key Skills

• Generator
• Accomodation
• Football
• Advertising
• Architectural Design

Employment Type : Full Time

Experience : years

Vacancy : 1

Hourly Salary : 25 - 30