Deals Secretary / Admin

Ambitious Realty Advisors Inc., Brokerage - Hamilton, ON (30+ days ago)

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Deals secretary / Admin / bookkeeping for a real estate brokerage. Must be very proficient in Lonewolf, BrokerBay, Webforms, Matrix and all aspects of a real estate transaction.

Contract length: 3 months

Part-time hours: 20-30 per week

Expected Start Date: 2020-08-17

Job Description

Our team is seeking a Real Estate Assistant with real estate, marketing, market research and administrative experience. The ideal candidate will have an understanding of real estate, with exposure to commercial real estate a bonus but not a requirement.

Key Responsibilities:

  • Listings Management
  • Ensure that listings are up to date and that listing, expiry and re-listing dates are organized and kept track of.
  • Organize and manage software so that all the relevant documents are stored correctly and easily retrievable.
  • Marketing
  • Onboarding of new team members
  • Assist in coordinating with photographers, graphic designers and other professionals to put content together for marketing packages.
  • Ensure our social media page has enough content every week and assist with creating/curating content when it doesn’t.
  • General Administrative
  • Keeping folders organized and following up with clients on filling out forms, documents etc…
  • Assisting with bookkeeping
  • Assisting with random tasks associated with client mandates i.e. mailing out client communications etc…
  • Assist with all non-core functions related to real estate deals and marketing
  • Management of deal transactions ie lawyers, outside brokerages etc, commission statements, Trade Record Sheets
  • bank deposits
  • Monitor weekly investment sales activity and provide a weekly summary.
  • Monitor weekly leasing activity.


  • #1 requirement: a great attitude –the ideal candidate should be personable, professional and coachable with an upbeat, friendly attitude and a willingness to take on challenges but also make mistakes and learn from them.
  • High energy – the office is fast paced with multiple priorities competing for attention, a high energy level is required to stay positive, meet deadlines and take on new challenges.
  • Independent - ability to work independently, with little supervision ensuring that both regular and ad hoc projects are completed on time. The ability to think of macro-level projects and the discipline to work on those macro projects during downtime.
  • Passionate about Real Estate

Anticipated start date: Aug 17th, 2020.

Office Location: Downtown Hamilton. Parking is available on site.

We thank all applicants for their interest, however, only select candidates will be contacted.

Job Types: Part time / Contract

Job Types: Full-time, Part-time, Contract

Salary: $484.00-$872.00 per week


  • Day shift
  • Monday to Friday
  • Night Shift
  • Weekends


  • LoneWolf Software: 1 year (Required)

Administrative Duties:

  • Scheduling
  • Running errands
  • Stocking supplies
  • Sorting and sending mail
  • Managing social media
  • Greeting visitors