Real Estate Administrative & Operations Coordinator

CoCalibrate Real Estate Solutions; Vancouver; On-site; CAD 60,000 - 65,000; Full time

Job summary

A leading real estate firm in Metro Vancouver is seeking an experienced Administrative & Operations Coordinator. This role involves managing client databases, coordinating transactions, and supporting our team of Realtors. The ideal candidate thrives in a dynamic environment and possesses excellent communication skills. Competitive compensation is offered, with a salary ranging from $60,000 to $65,000+ yearly plus bonuses.

Benefits

Confidential hiring process

Competitive wages

Paid vacation

Monday to Friday schedule

Qualifications

• Proficient in Microsoft Word, Excel, PowerPoint, Outlook.
• Holds a valid BC driver’s license and has a reliable vehicle.
• Strong interpersonal and written communication skills.
• Willingness to take on any task, big or small.
• Driven to improve client experiences and internal processes.
• Flexible schedule for weekends and evenings as needed.
• Strong interpersonal and written communication skills.
• Proficient in Microsoft Office applications.

Responsibilities

• Maintain and update client databases for timely communication.
• Manage workflows and timelines for listings and purchases.
• Act as the primary point of contact for clients.
• Organize and schedule property showings based on preferences.
• Handle inboxes, schedule appointments, and keep the team organized.
• Assist with creating and coordinating listing materials.
• Oversee content creation for social media and maintain online presence.
• Plan and execute client appreciation events and team functions.

Skills

Attention to detail

Time management

Interpersonal communication

Microsoft Office proficiency

Flexibility

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

We are a team of top-producing real estate professionals dedicated to delivering exceptional service and results for clients. Our approach combines professionalism, collaboration, and creativity - All while maintaining a culture of excellence and integrity. As our business continues to grow, we are seeking a highly capable Administrative & Operations Coordinator to help us operate efficiently, support our team of Realtors, and elevate the client experience at every touchpoint.

This role is integral to our continued success. The right candidate will thrive in a dynamic environment, balancing multiple priorities across real estate transactions, client communications, and internal operations. You will serve as the organizational backbone of our business - A trusted partner who ensures that everything runs smoothly, deadlines are met, and opportunities are maximized.

Bonus items that motivate and set us apart:

• Confidential hiring process
• Competitive wages
• Paid vacation
• Monday to Friday, 9 am-5 pm (with occasional evening and weekend work as needed)

Responsibilities

• CRM Management: Maintain and update client databases to ensure accurate and timely communication and follow-up
• Transaction Coordination: Manage workflows and timelines for listings and purchases from start to finish
• Client Communication: Act as the primary point of contact, providing consistent and professional updates throughout the buying or selling process
• Buyer Tour Coordination: Organize and schedule property showings based on client preferences and availability
• Email & Calendar Management: Handle inboxes, schedule appointments, and keep team members organized and on track
• Marketing Preparation: Assist with creating and coordinating listing materials, brochures, and promotional content
• Social Media & Website Management: Oversee content creation, posting, and engagement to maintain a strong online brand presence
• Event Planning: Plan and execute client appreciation events, open houses, and team functions from concept to completion

Qualifications

• Demonstrates ability to complete detailed work efficiently and accurately
• Skilled in prioritizing and managing multiple responsibilities
• Holds a valid BC driver’s license and has a reliable vehicle
• Thrives in a dynamic environment; willing to take on any task, big or small
• Driven to continuously improve client experiences and internal processes (“How can I make things better?” mindset)
• Flexible schedule; available to work weekends and evenings as needed
• Strong interpersonal and written communication skills
• Proficient in Microsoft Word, Excel, PowerPoint, Outlook, and internet applications

Compensation

$60,000 - $65,000+ yearly PLUS Bonus DOE

CoCalibrate is an innovative solutions provider dedicated to matching top Executive Assistants with top-producing Professionals.