Office Administrator

REMAX, LLC.; Toronto; Hybrid; CAD 55,000 - 63,000; Full time

Job summary

A leading real estate company in Toronto is seeking a highly motivated Client Service and Office Administrator to join their team. This hybrid role emphasizes customer service and administrative support, requiring excellent communication skills and proactive problem-solving abilities. Applicants should have at least 4 years of experience in a relevant role, with proficiency in Microsoft Office. This position offers competitive compensation, including benefits, and requires in-office work three times per week.

Benefits

Competitive medical, dental, and vision benefits

Health savings account

Company-paid parental leave

Educational assistance

Paid employee assistance program

Paid holidays

ClassPass discount

Qualifications

• Minimum 4 years of experience in customer service or administrative role.
• Ability to handle multiple priorities while meeting tight deadlines.
• Proactive and resourceful self-starter able to work independently.

Responsibilities

• Organize internal team meetings and record meeting minutes.
• Coordinating shipping and package pickups.
• Outreach via telephone and email to direct and indirect customers.

Skills

Outstanding Communication skills

Customer Centric Mindset

Solution oriented thinking

Organizational Excellence

Technology savvy

Education

4 years’ experience in customer service or administrative role

Tools

Microsoft Office Suite

Salesforce

Job description

RE/MAX Canada is seeking a highly motivated and resourceful Client Service and Office Administrator to join our dynamic, high-performance team.

This role combines exceptional customer service wi th strong administrative expertise, ensuring our clients receive outstanding support while keeping office operations running smoothly. A successful candidate will provide both client services support to the regional Global Services team, as well as our network of broker/owner s . The ideal candidate is a proactive problem solver who thrives in a fast-paced environment, communicates with confidence and empathy while consistently d eliver s creative solution focused results.

The administrative aspect of the role will require various support for the REMAX Canada Headquarters and the broader team . The role will work collaboratively and cooperatively with cross departmental teams to support coordination of events, scheduling Global Services tea m meetings, scheduling and supporting training events and effectively and accurately manage for the services team.

The successful candidate will also be responsible for seamless operations of the Toronto Head Office location on a daily basis. Responsibilities will include general administrative tasks, supply maintenance, professional presentation of the office as well as performing other duties as required to fulfill the strategic direction of the organization.

Hybrid Position: Office location is downtown Toronto, the successful candidate will be required to work from the office 3 times per week, as determined by the Director of Administration , or as required based on business needs.

QUALIFICATIONS

• This position requires a minimum of 4 years’ experience in customer service or administrative role
• Outstanding Communication skills both spoken and written
• Customer Centric Mindset that focuses on delivering exceptional client experience
• Solution oriented thinking with ability to think outside the box, anticipate challenges and implement effective solutions
• Organizational Excellence, strong attention to detail and ability to manage multiple priorities while meeting tight deadlines
• Proactive and resourceful self-starter able to work independently with minimal supervision while driving results
• Technology savvy with excellent knowledge of Microsoft products including but not limited to; Outlook, Word, Excel, PowerPoint
• Experience with social media an asset
• Comfortable in a face paced environment with shifting priorities
• Willingness to travel if required

Nice to have: Franchise experience, Salesforece experience, Real Estate experience but not a requirement

DUTIES AND RESPONSIBILITIES

Administrative Duties

• Organize virtual or in-person internal team meetings and record accurate and concise meeting minutes, ensure minutes are promptly distributed and action items clearly listed and tracked
• Coordinating shipping and package pickups from various locations
• Working with vendors and suppliers on delivering orders to appropriate locations
• Organization of courier delivery to ensure timely shipment while being point of contact for receiving mail and package deliveries and ensuring team member receipt
• Coordination, ordering and shipping of REMAX related materials for events
• Monitoring of main office phone line messaging system, responding back to inquiries, relating messages, re-directing messages to appropriate departments
• Assisting in special projects
• Coordinating off-site printing (drop off/pick up)

Client Services Support

• Outreach via telephone and email to our direct and indirect customers, stakeholders and affiliates
• Support and problem resolution for our network with timely escalation to the Global Services team as required
• Prepare clear and professional correspondence, communications, presentations, emails and other documents as requested
• Work with various stakeholders to create professional high-quality presentations that include graphics, text and video relevant to the audience
• Provider ac curate and concise meeting minute s clearly outlining action items
• File and retrieve documents and reference material as needed
• Support and assist with organizing specific data, reports and updating spreadsheets
• Escalating consumer inquiries and complaints as needed to appropriate representative s
• Organize and provide support for regional events, meetings and conferences as needed and related to the Global Services team
• Timely forwarding of various inquiries regarding real estate career opportunities and information related to provincial licensing
• Provide various level of assistance to the internal team and external customers as needed

Event Resources

• Work with Event Coordinator and or Director of Administration on registration and coordination of various events aspects, venue, AV, catering
• Forwarding REMAX membership and offices requests regarding training registration, agenda and hotel information to the events team
• Reviewing registrations on Cvent and creating an attendee database to prepare roster, name badges, tent cards, certificates
• Update master training, PowerPoint presentations as instructed by various departments for all regional training events
• Providing invitations and thank you letters to Top Producer Panelists or non-REMAX presenters as requested
• Provide roster of attendees to various , partners and approved supplier s
• Assist with on-site set-up and registration (own transportation needed)

Compensation Range

Base: $55,000 - $62,500 CAD

Actual compensation offered to the successful candidate will be finalized at the time of the offer and may be above or below the posted range due to skill level, experience, industry specific knowledge, education/certifications, or geographic location. The offer rate represents one component of the REMAX Holdings total compensation package. Employees will also receive a number of benefits as listed below. Other compensation for this position may include bonus eligibility.

Benefits Offered

• Competitive medical, dental and vision benefits
• Health savings account with a company contribution
• Company-paid maternity, adoption, foster and parental leave
• Educational assistance
• Student Loan Support Services
• Paid employee assistance program
• At least 9 paid holidays, and potential for up to 16, including discretionary early closures before holidays and company events. (More than your average company!)
• MORE Time Away Program gives employees flexibility around time off needs and lets employees take time off as they need it, rather than waiting for accruals
• ClassPass discount and monthly subsidy
• Dedicated paid underground parking a t the Toronto office
• And More!

Now is your chance to become part of a world-class, industry leading organization that touts the #1 real estate brand in the world! REMAX is a business that builds businesses. We provide the tools, training, and tech to our real estate network, which includes REMAX and Motto Mortgage franchises, agents, brokers and consumers. Join us and build a career where your contribution is heard, your innovative ideas are valued, and hard work and collaboration truly makes a difference.

REMAX Canada is headquartered in Toronto, Ontario and part of REMAX Holdings, Inc. which is headquartered in Denver, Colorado.

RE/MAX Holdings, Inc. is proud to be an equal opportunity employer committed to diversity and inclusion, as well as non-discrimination in employment. All qualified applicants receive consideration without regard to race, color, religion, gender, sexual orientation, national origin, age, veteran status, disability unrelated to performing the essential task of the job or other legally protected categories. All persons shall be afforded equal employment opportunity.