Administrative Assistant à United States

Job Summary

As the first point of contact for our office, the Front Desk Receptionist plays a key role in creating a warm, professional, and welcoming environment for all visitors, agents, and staff. This position provides integral support in the areas of administration, listing coordination, and marketing. A positive attitude, attention to detail, and the ability to manage multiple priorities are essential in this dynamic, fast-paced role.

General Duties and Responsibilities

You will be responsible for performing the following tasks to the highest standard:

Office Administration

• Greet visitors and answer all incoming calls in a professional manner.
• Provide timely, friendly, and efficient support to REALTORs and clients.
• Maintain a clean, organized, and presentable reception area and common spaces.
• Reconcile and process monthly agent charges and brokerage expenses.
• Perform general clerical tasks and other duties as assigned by Management.

Listing Coordinator

• Review listing paperwork for completeness and accuracy prior to activation.
• Activate and update listings as needed.
• Pull titles, charges, and related documents.
• Order strata documents and property-related records as required.

Marketing Support

• Create and schedule social media content for listings, new agent announcements, testimonials, and brokerage updates.
• Support agents with custom social media post creation upon request.
• Assist with the development and distribution of internal and external newsletters.
• Collaborate with the marketing team to maintain consistent branding and messaging.

FINTRAC Compliance

• Review FINTRAC forms upon submission to ensure accuracy and completeness.
• Maintain secure storage of all FINTRAC-related documents in accordance with compliance regulations.
• Anti-money laundering and anti-terrorist financing compliance

Skills and Qualifications

• Strong verbal and written communication skills.
• Proficiency in Google Workspace (Docs, Sheets, Drive, Gmail, etc.).
• Highly detail-oriented with strong organizational and time management skills.
• Basic knowledge of real estate transactions and industry regulations.
• Ability to manage multiple tasks efficiently and meet deadlines.
• Outstanding customer service skills with a warm, professional demeanor.
• Experience with Canva, Matrix, or social media platforms is an asset.
• Real estate or administrative experience preferred.
• A team-oriented attitude and willingness to support colleagues across the organization.

Employment Opportunity Statement

We are a proud equal-opportunity employer dedicated to upholding the values of Respect, Integrity, and Teamwork. We are committed to fostering an inclusive, barrier-free recruitment process and work environment. If you require accommodation at any stage of the recruitment or selection process, please let us know.

• We thank all the applicants for the interest in becoming part of our team, however, only those being considered for an interview will be contacted.