Experienced Real Estate Admin / Executive Assistant (North York)

Kamali Group Realty - North York, ON (il y a 30+ jours)

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Real Estate Assistant or Real Estate Office Experience is MUST. Don't Apply if you don't have the experience in this field.

Real Estate Assistant or Real Estate Office Experience is a MUST. Don't Apply if you don't have the experience in this field.

Real Estate Assistant or Real Estate Office Experience is a MUST. Don't Apply if you don't have the experience in this field.

Full Time Fluent English Speaking Experienced Real Estate Admin / Executive Assistant

Reports to: Office Manager

Hours of Work: 4-6 days /week and 7-9 hours/day

Salary+Bonus Structure: Flexible(To Be Negotiated based on Qualification & Responsibilities)

Location: North York, ON (Yonge/Steeles)

Job Overview: Very busy & successful Real Estate Broker/Broker of Record/Team Leader looking for an exceptional experienced assistant that will match the synergy of our award-winning team and thrive in our fast-moving environment. Must be a self-starter and be able to work with minimal supervision. Salary to be competitive and commensurate with experience. Looking for superstar Administrative Assistant and Client Care Coordinator with prior solid Real Estate and Marketing Experience to join our team. The primary duties of the Real Estate Secretary include support for the branch’s agents, clients, management and peers. Working with a team of peers, the Real Estate Secretary is responsible for ensuring the efficient processing and organization of listing paperwork. Incumbents in this job may perform all or portions of the following duties and responsibilities. Capable of preparing files from start to finish for closing of Purchase and Sale of Residential / Business closing and other real estate transactions from start to finish with minimal supervision.

Real Estate Assistant or Real Estate Office Experience is MUST. Don't Apply if you don't have the experience in this field.

QUALIFICATIONS: [80% Personal Skills, 20% Technical Skills]

  • Real Estate Admin Experience (Minimums 2-3 years is Mandatory)
  • Marketing experience (Minimum 1 year)
  • Possess strong attention to detail
  • Strong verbal and written communication skills
  • Demonstrate a high regard for confidentiality
  • Ability to multi-task and maintain calm under pressure
  • Ability to use Microsoft Office (Word, Excel, etc.)
  • Ability to type 40-60 WPM
  • Proficient knowledge of Microsoft Office and Adobe Photoshop (asset, not a must-have) and Social Networking
  • DocuSign, LoneWolf, Web Forms, MLS (Multiple Service Listing) Experience
  • Basic knowledge of HTML an asset
  • Deep Understanding & knowledge of TREB MLS
  • Update information through a variety of social media (Facebook, Twitter, email, blogging, etc.)
  • Excellent computer skills – superior knowledge of Microsoft Office, Google Drive and CRM applications
  • Excellent phone skills (etiquette)
  • client liaison/phone skills - contact and follow up with clients in a pleasant and professional manner
  • Experience with multi-line phone system
  • Be able to work with minimal direction/supervision
  • Knowledge of administrative and clerical procedures
  • Reliable, Dependable & Punctual**
  • High degree of professionalism when dealing with staff and clients
  • Positive and proactive attitude
  • Personable and professional
  • Able to multitask and detail oriented
  • Organization is a must
  • Excellent telephone skills
  • Can calmly handle deadlines and stressful situations
  • High level of initiative and self-directed
  • Excellent command of English language
  • Exceptional fluency in English (speaking, reading and writing)
  • Must know all Paper works relating to Offers, submitting new listings,& Submitting Deals.
  • Courteous, positive and service-oriented
  • Graphic design would be a huge asset
  • Ability to troubleshoot minor problems
  • Capable of managing multiple tasks simultaneously
  • Work very well under pressure
  • Work well in a team setting and independently
  • Adaptable to all situations
  • Personal vehicle is required
  • Time management skills – this is a fast-paced environment, you will need to work effectively with a sense of urgency
  • Ability to learn quickly
  • High degree of initiative – ability to work independently and as a team
  • Have a good eye for advertising/marketing
  • Superior communication skills – written and oral
  • Strong computer skills - data entry, spreadsheets, website editing
  • Organize and manage client contact information
  • Motivated self-starter who can work with minimal supervision
  • Multi-tasker who can quickly learn and handle a variety of responsibilities
  • Marketing skills are an asset
  • Knowledge of Constant Contact program is an asset
  • Excellent organizational skills
  • Applicants must reside in Toronto. Valid Driver’s License and reliable vehicle are required

Real Estate Assistant or Real Estate Office Experience is MUST. Don't Apply if you don't have the experience in this field.

PRIMARY FUNCTION: Duties & Responsibilities

  • Type and proofread correspondence, forms and other documents
  • Receive and forward telephone or electronic enquiries
  • Maintain and prepare reports from manual/electronic files,inventories, mailing lists and databases
  • Sort, process and verify applications, receipts and other documents
  • Process incoming and outgoing mail manually or electronically; Send and receive messages
  • Prepare and format page presentation; Compile data, statistics and other information
  • Provide general information to clients and the public; Order supplies and maintain inventory; Photocopy and collate documents for distribution, mailing and filing
  • Assist client focused Real Estate Broker with management, maintenance and expansion of existing clientele
  • Perform Real Estate related tasks including but not limited to client showings, open houses, listing management, completion of OREA forms, calendar & database management.
  • Perform duties via DocuSign, LoneWolf, Web Forms, MLS
  • Liase with clients & maintain positive client relationships
  • Conduct open houses & client showings
  • Review and prioritizes incoming email & phone inquiries
  • Organizing marketing strategies - including online presence and mail-outs
  • Managing client database and deal transactions
  • Acting as a point of contact to the client throughout their entire transaction process Coordinating scheduling of agents, vendors, suppliers and contractors
  • Data management and entry
  • Processing and preparing offer paperwork
  • Other duties as assigned
  • Broker Load – input MLS listings, upload photos, scan documents, process new listing documents (price changes, extensions), etc., enter listing information and appointment instructions into appointment system
  • Reception duties – answer telephones, confirm appointments, greet clients/walk-ins, input messages using Quick Office Commander (internal paging system)
  • Offers – preparation of offers, amendments, waivers and other related forms/ documents
  • Opening and closing of files
  • Review of agreements of purchase and sale
  • Review of mortgage instructions and documents
  • Preparation of real estate documents and to generally process routine transactions from start to finish
  • Preparation of invoices and doing the banking
  • Answer telephone, screen and direct calls and inquiries in an efficient, friendly and professional manner
  • Coordinate email and website inquiries
  • General office duties such as photocopying, scanning, filing, faxing
  • Greet visitors and provide excellent customer service skills to clients, suppliers, internal staff and other external people and assist with open houses
  • Prepare letters, documents and other reports
  • Schedule/Confirm appointments
  • Manage agent recruitment and retention initiatives
  • Telephone and online customer service support for agents. Manage and maintain team’s schedule
  • Maintaining client database
  • Maintaining client relationships
  • Filing / Electronic filing
  • Answer phones, book and confirm appointments
  • Follow up on showings for client feedback
  • Follow up with clients regarding missing documents/signatures
  • Create offers and other legal documentation
  • Updating team websites and social media information
  • Coordinate and create marketing materials for online promotions and mail outs
  • Create manuals and checklists to insure maximum service is provided
  • Communicate with lawyers, mortgage brokers, home inspectors, photographers and stagers
  • Run errands and take care of personal matters
  • Event planning for seminars and client events
  • The ideal candidate is not looking to work in the Real Estate business for themselves, but only wishes to assist with the agent’s clientele
  • Run general errands and tasks like pick-ups and drop-offs, key exchanges, Post Office runs
  • Tasks for Listing Property: Scheduling Photographers, Stager and other 3rd parties
  • Upload and update listings on MLS
  • Manage and coordinate new listings
  • Website management
  • Real estate research on internet
  • Type Offers using Easy Offer and Web Forms
  • Book appointments
  • Retrieve feedback from showings
  • Social media advertising
  • Assist with open houses when needed
  • Update social media with new listings (Facebook/LinkedIn.etc.)
  • Manage client database
  • Data entry
  • Client relationship tasks such as follow-ups etc.
  • Arrange and assist with Buyer showings and Buyer visits
  • Marketing duties (Brochures, Pamphlets, and Email Blasts etc.)
  • Email management
  • Typing of various letters and documents

Real Estate Assistant or Real Estate Office Experience is a MUST. Don't Apply if you don't have the experience in this field.


A successful Real Estate Agent who is currently in Top 50 Agents in Entire Toronto & York, Durham Region (out of 55,000 TREB Agents). Our Buying Rank in entire Toronto & York,Durham Region is #3 (out of 55,000). We are now opening a Brand-new brokerage for our team and would looking for the deliver best client experience. We are passionate about what we do, and we are looking for who are passionate about what we do. Our clients are number 1 to us, and we work hard to ensure that they are satisfied. We consistently achieve top sales rankings and exceptional client feedback through our dedication to our work and commitment to excellence – and we want someone who will do the same. We have fun and strive to keep our work environment exciting (we love where we work and who we work with!).


  • The most organized person in the room
  • Details are your bread and butter – nothing gets past you
  • Systems Oriented (Proven track record in building, running, and maintaining systems)
  • Integrity and trust are among your top values
  • You’ve got a great sense of humor and are light hearted
  • You are a problem solver – if you don’t have the answer, you will find one
  • You are a natural communicator – whether in person or online, you are clear, conscientious and effective

Real Estate Assistant or Real Estate Office Experience is a MUST. Don't Apply if you don't have the experience in this field.


  • SEND AN EMAIL: Please email a resume and cover letter with the subject line “SuperStar Admin Applicant.” Once email Sent, only then Call & Text (both) to 416- 994-5000 and leave a voicemail with your name, phone number and a brief message why should we hire you.
  • This is a full-time position. Salary based on experience & bonus. This is NOT an entry-level position.
  • Only applicants with real estate experience can apply. Successful candidate may need to start immediately /Two weeks.

Job Type: Full-time


  • Real Estate: 2 years (Required)
  • Marketing: 1 year (Preferred)


  • North York, ON (Preferred)


  • Driver's Licence (Preferred)