Real Estate Administrator

As Team Administrator, you will support an award-winning real estate team by implementing and continually improving administrative and marketing systems, procedures and policies. You will initiate, plan, and execute projects, liaise with multiple stakeholders (clients, agents, and service providers), and coordinate complex transactions. Your roles will include but not be limited to executive assistant, client care coordinator, transaction coordinator, and marketing coordinator. You’ll have a blast working with us –we promise!Compensation:$45,000 - $55,000Responsibilities:Executive AssistantAnswer callsSchedule meetings and manage calendarsKeep the office tidy and organizedPerform miscellaneous errandsManage, track, and report expensesCoordinate bill paymentMake sure the office is well stocked with suppliesGeneral printing and scanning of materialsClient Care CoordinatorDeliver service that creates raving fansStay in regular communication with active clientsCheck property statuses and set up property searches for new and existing clientsRespond to client and customer requestsBooking showing appointments for buyer’s agentMaintain client database in CRM software. Update entries. Add to the database, etc.Stay in constant communication with clients according to a pre-defined scheduleDraft and send customized email templatesSchedule appointments for home previewing and client home toursLog all client interactions in our CRM softwarePrepare and distribute customer service comparative market analysesTransaction CoordinatorTake measurements and prepare property feature sheetsWrite property descriptionsCreate draft MLS listings and manage listing statusesPrepare and distribute weekly listing reports to assistants and agentsPrepare pre-listing packages and paperworkPrepare/file standard paperworkRequest status certificates, surveys, home inspections, photographs, etc.Coordinate activities with virtual assistants, videographers, printers, and photographersFind service providers, obtain quotes, etc.Stay in constant communication with transaction stakeholders (agents, vendors, etc.Order ‘for sale’ signs, riders, etc.Manage transaction documents in the Team Drive folder and physical filesFile deal paperwork with the brokerage admin staffManage/post to social media (Facebook, Twitter, etc.)Order housewarming gifts, thank you gifts, etc.Collect feedback from showings and distribute it to stakeholdersCoordinate all closing processes including key transfer, cleaning, etc.Coordinate tasks to ensure that offer conditions (if applicable) are fulfilledPrepare regular progress updates for clientsManage and update advertisements on listings and websitesManaging client requests and delegating to appropriate resourcesMarketing CoordinatorPrepare postcards, feature sheets, listing sheets, etc.Video marketing and syndication to major online portals (Vimeo, YouTube, etc.)Coordinate efforts with content creators (videographers, photographers, copywriters)Customize and send print/email newslettersOpen house preparation and promotion – flyers, social media marketing, open house signs, etc.Website maintenance and developmentSocial media marketing and syndicationVideo – set up calendar and subjects for video series. Schedule filming. Post to YouTube, Facebook, Twitter, etc.Manage farm/contact listsQualifications:You’re energetic, outgoing, positive, and optimisticYou’re compassionate - you naturally provide empathy in emotionally-charged situationsYou are a team player – you recognize that you play an important role within the context of a larger team and you eagerly take on that roleYou are responsible - you make commitments and keep themYou’re tech-savvy – you may not be a tech whiz, but you’re familiar with email, social media, and bloggingYou’re adaptable – you’re able to work effectively with multiple personality typesYou’re organized - you can structure complex and interdependent tasks and get them doneYou’re punctual – you’re mostly on time and when you aren’t you give ample noticeYou’re reliable – you do what you say when you say you’ll do itYou’re an eager learner – you love learning new systems, tools, and ways of beingYou can keep your cool - you work well under pressure and with tight deadlinesYou’re flexible – you adapt easily to changing circumstances and requirementsYou’re coachable – you listen openly to feedback and constructive criticismYou’re a multitasker – you’re able to juggle a lot of balls without dropping anyYou’re proactive – you’re always asking ‘now what needs to be done?You’re a self-starter – you see opportunities for improvement and you take initiative to make them happenYou’re detail-oriented – you love doing things right and for you, the little things countYou’re a problem solver – you face challenges and obstacles with enthusiasm and gritYou’re willing to follow directions, systems, and proceduresYou face challenges and deadlines with graceYou love efficiency – getting the right things done fast and well gives you satisfactionYou’re self-directed – you don’t need or want to be micro-managedYou write well – you may not be an English lit major but your writing is clear, concise, and engagingYou speak clearly and professionallyYou have a passion for Real Estate! Experience in the industry is beneficial but not requiredBonus: You have a vehicle and a Driver’s LicenseAbout CompanyFrequently recognized as the most innovative and agent-friendly brokerage in Canada, KW Realty Centres Aurora/Newmarket is a busy well-established office with over 230 agents. We are #1 in market share in our area. KW Realty Centres is a positive environment that will push you to great potential. Here you can make an impact; help people create wealth and make a difference in the community!