Real Estate Administrative Specialist

We are seeking an experienced Virtual Assistant to support our real estate team. In this role, you will be responsible for a wide range of administrative tasks, including property viewing scheduling, document preparation, property research, and database management.

The ideal candidate will have exceptional attention to detail, outstanding customer service skills, and be highly self-motivated. They will also possess a comprehensive understanding of the Canadian real estate industry and be deeply committed to helping our clients achieve elevated levels of success.

The successful candidate will bring a wealth of experience in cold calling, lead generation, and outbound sales. Their primary responsibility will be identifying and qualifying potential buyers and sellers.

The Virtual Assistant will also be responsible for generating leads and conducting outbound sales calls to prospective clients within the real estate industry.

• Manage client databases, track lead generation, manage lead follow-ups, and handle all administrative tasks.
• Support email marketing efforts, which may include managing lists and campaigns.
• Monitor and maintain records of essential project deadlines, including leases, lease renewals, termination letters, expirations, and possession dates.
• Conduct in-depth research on real estate market trends, properly valuations, and comparable properties.
• Handle invoicing and related financial tasks.
• Assist with planning and executing virtual events, including managing registrations and logistics on online platforms.
• Maintain effective communication with clients, colleagues, and stakeholders through email, chat, or video conferences.
• Support social media management, content creation, and online marketing initiatives.
• Streamline workflows and enhance internal processes using remote collaboration tools and software.
• Maintain accurate records, databases, and cloud-based systems for efficient information management.

• Bachelor's Degree preferably in Business Management or equivalent.
• Able to work Canadian hours.
• 2+ years of experience in Real Estate admin working with North American Real Estate professionals.
• Proficiency in Microsoft Suite, Google Suite, CRM systems, and project management softwares.
• Proficiency in both written and numerical skills for effective handling of administrative duties.
• Ability to excel in working independently, while also thriving in a collaborative team environments.
• Ability to multitask, manage competing priorities, and excelling in a dynamic, fast-paced setting.
• Ability to effectively identify problems and opportunities, evaluating potential solutions, and achieving desired outcomes.
• You are well-versed in Adobe, Photoshop, and Canva.
• Knowledge of real estate tools and software, including TRREB Stratus MLS, Matrix, REALM, WebForms, DocuSign, RealtorLink, GeoWarehouse, and MPAC.
• Dedicated to delivering exceptional customer service, with a passion for ensuring customer and client satisfaction and a track record of going above and beyond to meet their needs.

• Business Management
• Microsoft Suite
• Google Suite
• CRM Systems
• Project Management Software
• Adobe
• Photoshop
• Canva
• TRREB Stratus MLS
• Matrix
• REALM
• WebForms
• DocuSign
• RealtorLink
• GeoWarehouse
• MPAC
• Cold Calling
• Lead Generation
• Outbound Sales

The successful candidate will enjoy a dynamic and challenging work environment, with opportunities for professional growth and development.

The Virtual Assistant will also receive competitive compensation and benefits, including health insurance, paid time off, and access to cutting-edge technology and software.

We offer a flexible and remote work environment, allowing you to work from anywhere and achieve a healthy work-life balance.