Office Coordinator-Executive Assistant

Seeking a highly organized, detailed, proactive and client focused individual to keep a productive, positive, action-oriented team operating smoothly.

This role combines executive support, general office and front desk administration, client care, real estate process coordination and marketing support, designed for an individual who enjoys being of assistance with regard to scheduling, client communication and care, database and process management, and anticipating needs.

This role requires someone who thrives in a professional and varied role within a collaborative team that works in office and remotely. The ideal candidate will enjoy versatility in responsibilities and be willing to learn, anticipate needs and provide excellent client service with grace, positivity and resourcefulness. The individual will be able to create and maintain an organized work flow with work from multiple sources.

A strong sense of confidentiality, discretion and well developed problem solving skills are crucial. Excellent written and verbal communication skills, strong decision-making abilities and attention to detail are equally important.

The position is in office five days a week and requires the candidate to have a vehicle to run errands and assist outside of the office throughout the city as needed.

Key Responsibilities

- Assist team of real estate agents and clients with the buyer and seller process.

- Support agent and client communication.

- Track transaction timelines and ensure deadlines are met.

- Database management.

- Manage calendars, schedule appointments, coordinate and prep showings and meetings, schedule inspections, appraisals, photography and staging.

- Assist with MLS listings, updates and marketing material.

- Prepare correspondence, reports, agendas, and follow-up actions.

- Event coordination.

- Assist with travel arrangements, expenses, and day-to-day executive needs.

- Maintain and handle confidential information with professionalism and discretion.

- Support digital and print marketing initiatives.

- Assist with marketing material development, printing and coordination.

- Provide operational and administrative support as needed.

- Run errands and assist with pick ups and drop offs of real estate materials.

- Contract review and management.

- Prepare and organize real estate conveyancing documents.

- Track deadlines, signatures, and required documentation.

- Communicate with lawyers, agents, buyers/sellers, and other parties as needed.

- Maintain accurate records and support smooth closing processes.

- Front desk responsibilities.

- Maintain office environment, supplies, and vendor coordination.

- Data entry, filing, and document organization.

- Assist with special projects.

- Support administrative processes across the business.

- Bookkeeping as needed.

- Assist with internal communications and event preparation.

- Serve as the first point of contact for general office enquiries.

- Ensure organizational systems are maintained (digital + physical).

Qualifications

- Executive Assistant, paralegal or client service/client success experience, ideally in real estate or a related field.

- Experience in real estate conveyancing or legal administration is an asset.

- Experience with Transaction Desk, Follow Up Boss or Showing Time is an asset.

- Strong proficiency in Microsoft Office Suite, GSuite, Canva, and Dropbox.

- Strong IT and social media skills are an asset.

Job Types: Full-time, Permanent

Pay: $50,000.00-$65,000.00 per year

Benefits:

- Dental care

- Disability insurance

- Extended health care

- Life insurance

- Vision care

Work Location: In person