Real Estate Administrative Assistant

The HR Pro; North Bay; On-site; CAD 40,000 - 55,000; Full time

Job summary

A local real estate firm in North Bay is seeking a highly organized Real Estate Administrative Assistant to support its real estate professionals. The successful candidate will handle administrative tasks including managing databases, coordinating showings, and preparing contracts. Ideal candidates should have strong organizational skills, proficiency in Microsoft Office, and a background in real estate administration. Join a dynamic team and contribute to successful real estate transactions.

Qualifications

• Previous experience in a real estate administrative or similar role is highly desirable.
• Ability to work independently and as part of a team in a fast-paced environment.
• Familiarity with real estate terminology and processes is a plus.

Responsibilities

• Provide administrative support to real estate agents, brokers, and managers.
• Manage and maintain real estate databases.
• Coordinate property showings, meetings, and open houses.
• Assist in the preparation and review of real estate contracts.

Skills

Organizational skills

Multitasking

Communication skills

Attention to detail

Proactive attitude

Customer service skills

Tools

Microsoft Office Suite

MLS systems

Job description

Job Overview :

We are seeking a highly organized and detail-oriented Real Estate Administrative Assistant to join our dynamic team. The ideal candidate will provide administrative support to our real estate professionals, ensuring smooth operations and contributing to the success of our real estate transactions. This role requires excellent communication skills, proficiency in office software.

Key Responsibilities :

• Provide administrative support to real estate agents, brokers, and managers.
• Manage and maintain real estate databases, including property listings, client information, and transaction records.
• Coordinate property showings, meetings, and open houses.
• Occasionally prepare and distribute marketing materials, such as brochures, flyers, and online listings.
• Assist in the preparation and review of real estate contracts, agreements, and other legal documents.
• Handle incoming and outgoing communications, including phone calls, emails, and mail.
• Procure personalized “thank you” gifts for clients.
• Ensure cards are being mailed / emailed for client anniversaries, holidays and birthdays.
• Maintain organized and up-to-date filing systems for all real estate documents.
• Support the team in conducting market research and preparing comparative market analyses (CMAs).
• Organizing and maintaining the CRM.
• Assist in the onboarding process for new clients and ensure all necessary documentation is completed.
• Coordinate with external vendors, such as photographers, inspectors, and appraisers.
• Monitor and manage office supplies and equipment, ensuring availability and functionality.
• Perform other administrative tasks and duties as assigned.

Qualifications :

• Previous experience in a real estate administrative or similar role is highly desirable.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and real estate software (e.g., MLS systems).
• Strong organizational and multitasking skills with a keen attention to detail.
• Excellent written and verbal communication skills.
• A proactive attitude constantly looking for improvements.
• Ability to work independently and as part of a team in a fast-paced environment.
• Familiarity with real estate terminology and processes is a plus.
• Professional demeanor and strong customer service skills.
• Ability to handle sensitive and confidential information with discretion.