Real Estate Administrative Assistant #MB

NOVA STAFFING - Kleinburg, ON (30+ days ago)

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  • Assist with the day-to-day operations
  • Assist with incoming telephone calls and general office duties – must be cross trained on essential administrative duties
  • Assist with marketing through social media and direct (flyers, postcards, newsletters, etc.)
  • Be knowledgeable about all details of all listings and modifications (training provided)
  • Prepare Market analysis or send listings to clients
  • To provide technical support for all Team members, manage the database system and oversee/execute all prospect/client communications
  • Intercept calls and provide assistance to those who require it (eg. Sellers, Buyers, Agents, etc)
  • Prepare Home Evaluations, Listing forms and other required real estate forms
  • Enter all leads paged to Agents into contact management system and schedule follow with Agent for Office Manager
  • Book listing appointments, always filling out Qualifying Questions form
  • Open file for each listing and buyer – include contracts, feature sheets, photos etc.
  • Enter listing into contact management system with as much detail as possible and launch listing plan
  • Order For Sale sign and appropriate riders and pick them up and deliver to required homes
  • Update contact management system with details of all offers
  • Enter sales in sales log
  • Load property ads online
  • Load property ads on newspaper site
  • Follow up daily with all Agents who have shown our listings in order to gather feedback
  • Enter all showing data into the contact management system
  • Follow up weekly via telephone with all our sellers to give them feedback from showings and to update them on any change in market conditions
  • Prepare monthly listing feedback reports for Agents
  • Assist sales team in the evenings when necessary for voice broadcasting
  • Schedule and confirm appointments with sellers for all Tour of Homes, one month in advance
  • Obtain client testimonials (including a photo) and forward to Rainmaker for inclusion in advertising
  • Launch Market Watch Newsletter for all past clients who are remaining within our real estate trading area
  • Prepare advertising summary for listings
  • Deliver feature sheets to sellers
  • Drop off and pick up price reductions and extension forms
  • Drop off keys to sellers when listing is sold/expired/off market
  • Drop off courtesy keys
  • Pick up commission checks from lawyer’s office
  • Deliver any mail to post office Qualifications:
  • Knowledge of real estate forms and TREB system (preferable)
  • Computer knowledge in online marketing, designing ads, postcards
  • English language fluency a must
  • Flexibility in working hours


  • Minimum high school education, with a preference to college level courses/ diploma
  • Minimum 1 year working experience in office administration and/or real estate administration
  • Experience using WEBForms an asset
  • Strong command of the English language (both written and verbal)
  • Ability to multi-task
  • Excellent organization & time management skills
  • Superior customer service skills, including excellent telephone manner
  • Working knowledge of MS Office (Word, Excel and PowerPoint), email and internet
  • Experience working with Wolf Connect, Lone Wolf, TREB Stratus system, OMDREB MATRIX, Offer preparation, processing listings, add edit information, Webforms Etc.
  • Constant Contact, Coordinate & organize office events and meetings.
  • Quick office Commander
  • Strong MS Office skills
  • Adobe Acrobat Professional.
  • Google Suites
  • Social Media platforms

Job Type: Full-time

Salary: $35,000.00 /year


  • Real Estate Admin Assistant: 3 years (Preferred)